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

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

• Proposal Conference
• Proposal Conference
• Primary Health Care (PHC)
• Request for Proposals 537-16-142081
• Date April 15, 2015
• Time 130 pm

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• Welcome
• Introductions
• Mahsa Azadi, HHSC Procurement and Contracting
  Services (PCS)
• Gina Baber, Primary Health Care Program, DSHS
• Michael Herman, HUB Coordinator, HHSC (PCS)
• 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

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Proposal Conference Overview

• Procurement Activities
• Program Overview
• HUB Items
• Questions Submittal
• Break
• Preliminary Responses to Questions
• Closing Comments

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• Procurement Activities
• Sole Point of Contact Section III.A.
• Questions Answers Section III.A.
• Solicitation Access
• http//www.hhsc.state.tx.us/about_hhsc/BusOpp/cont
  ract-opportunities.asp
• RFP Amendment and Announcements
• Submission Requirements Section III.D.
• Evaluation Criteria Screening Section IV.
• Schedule of Events Section I.D.

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Schedule of Events

• RFP Release Date 04/01/2015
• Proposal Conference 04/15/2015
• Deadline for Submitting Questions 04/17/2015
• HHSC Post Answers to Vendor Questions 04/23/2015
• Deadline for Submission of Proposals 04/30/2015
• Post Tentative Award Announcement 07/24/2015
• Anticipated Contract Begin Date 09/01/2015

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Primary Health Care ProgramOverview
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Primary Health Care Program

• The Primary Health Care Program is located in the
  Community Health Services Section of the
  Department of State Health Services (DSHS) under
  the Health and Human Services Commission.

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Primary Health Care Program

• The DSHS Primary Health Care Program (PHC)
  provides comprehensive primary care services to
  eligible individuals for the purpose of
  prevention, early detection, and intervention of
  health problems. PHC services are intended to
  ensure that low-income Texas residents, whose
  gross family income is at or below 200 percent of
  adopted federal poverty income guidelines and who
  are not eligible for similar services through any
  other publicly funded programs, have access to
  primary health care.

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Primary Health Care Program

• State rules for PHC, Texas Administrative Code,
  Title 25, Part 1, Chapter 39, Subchapter A,
  require that a PHC contractor must provide the
  following priority services
• diagnosis and treatment
• emergency services
• family planning services
• preventive health services, including
  immunizations
• health education and
• laboratory, X-ray, nuclear medicine, or other
  appropriate diagnostic services.
• Specific requirements related to the provision of
  PHC services can be found on the DSHS website in
  the DSHS Primary Health Care Policy Manual at
  http//www.dshs.state.tx.us/phc/pandp.shtm.

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Primary Health Care Program

• In addition to priority services, optional
  services that may be provided include
• nutrition services
• health screening
• home health care
• dental care
• transportation
• prescription drugs
• environmental health
• podiatry and
• social services.

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Program Information

• Contractors must develop and implement policies
  and procedures to ensure that all clients
  complete an application for program services and
  that eligibility is determined according to
  eligibility requirements as outlined in program
  rules.
• Contractors must ensure the quality of services
  by monitoring performance and identifying
  opportunities for improvement.
• The following performance measure will be used to
  assess, in part, Contractors effectiveness in
  providing the services.
• Number of unduplicated DSHS PHC clients provided
  services during the fiscal year
• Contractor must submit monthly, quarterly, and
  annual programmatic reports and/or financial
  vouchers/reports as required in the PHC Policy
  Manual. Other data and/or reports deemed
  necessary by DSHS may be required, upon
  reasonable notice to Contractor.

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Client Access

• The contractor must ensure that services provided
  to clients are accessible in terms of cost,
  scheduling and distance, and are provided in a
  way that is sensitive to the individuals
  culture.

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Abuse Reporting

• DSHS expects contractors to comply with state
  laws governing the reporting of abuse and
  neglect. Contractors must have an agency policy
  regarding abuse and neglect. It is mandatory to
  be familiar with and comply with child abuse and
  neglect reporting laws in Texas.

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Human Tracking/Intimate Partner Violence (IPV)

• PHC contractors must comply with federal
  anti-trafficking laws.
• Contractors must have a written policy related to
  assessing for and preventing IPV.

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Client Rights

• Confidentiality
• All contracting agencies must be in compliance
  with the U.S. Health Insurance Portability and
  Accountability Act of 1996 (HIPAA) established
  standards for protection of client privacy.
• Non-Discrimination
• DSHS Contractors must comply with state and
  federal anti-discrimination laws.

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Quality Management

• Contractors are expected to develop quality
  processes based on the four core Quality
  Management principles focusing on the client,
  systems and processes, measurement and teamwork.
• Contractors must have a Quality Management
  program individualized to their organizational
  structure and based on the services provided.

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HUB Subcontracting Plan(HSP) Requirements
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HUB Topics
I. RFP Section V-F Historically Underutilized
Business Participation Requirements II. HUB
Subcontracting Plan Development and Submission
Section 5.4 III. HSP Quick Checklist Handout
IV. HSP Methods Section 5.6.3-5.6.7 V. HSP
Prime Contractor Progress Assessment Report
Section 5.7
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1. Historically Underutilized Business
   Participation Requirements

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1. RFP Section 5.0 Historically Underutilized
   Business Participation Requirements

• HUB Participation Goals Section 5.3
• Potential Subcontracting Opportunities Section
  5.5
• Centralized Master Bidders List and HUB Directory
  Section 5.5
• Vendor Intends to Subcontract Section 5.6

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1. RFP Section 5.0 Historically Underutilized
   Business Participation Requirements (cont.)

• Minority or Women Trade Organizations Section
  5.6.6
• Self Performance Section 5.6.7
• HSP Changes After Contract Award Section 5.7
• Reporting and Compliance with the HSP Section
  5.7

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• 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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• HSP Quick Checklist
• See Checklist Handout

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1. 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 protégés
• 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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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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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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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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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

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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 Respondents Use.
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1. 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

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Texas Health and Human Services Commission

• HUB
• 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 RFPNon-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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Texas Health and Human Services Commission

• Closing Comments