PowerPoint Presentation

Data Broker ServicesRFP # 529-07-0087

June 26, 2007

Vendor Conference

2 04/10/23Improving ServicesEnhancing Accountability Increasing Efficiencies

Welcome

Introductions Steve Bailey, Manager, Enterprise Contract and Procurement

Services (ECPS)

Sherice Williams-Patty, HUB Coordinator, Administrative Services Development (ASD)

Allen Bledsoe, Director, Special Programs, State Operations

Chester Beattie, Assistant General Counsel

Housekeeping Items


HHSC Procurement Roles

ECPS- Responsible for procurement activity

HUB- Responsible for HUB activity

Program- Responsible for project scope, requirements, performance, results, contract management/monitoring

Legal- Questions/answers and legal activity matters


Data Broker ServicesVendor Conference Overview

Procurement Activities

HUB Items

RFP Overview

Questions Submittal

Break

Preliminary Responses to Questions

Closing Comments


Procurement Activities

Questions & Answers

Sole Contact, Katherine Smith

Procurement Schedule

Solicitation Access

Submission Requirements

Solicitation Changes

Screening & Evaluation

Award Information

Historically Underutilized Business (HUB) Plans

Requirements


RFP Section 4.0 Historically Underutilized Business Participation Requirements

HUB Subcontracting Plan (HSP)

Self Performance HSP

HSP Prime Contractor Progress Assessment Report

Agenda Topics


HUB Participation Goals

Potential Subcontracting Opportunities

Vendor Intends to Subcontract

Minority or Women Trade Organizations

Self Performance

HSP Changes After Contract Award

Reporting and Compliance with the HSP

RFP Section 4.0 – Historically Underutilized Business Participation Requirements

Attachment “D”

HSP Rev.9/05

HUB SUBCONTRACTING PLAN (HSP) In accordance with Gov’t Code §2161.252, the contracting agency has determined that subcontracting opportunities are probable under this contract. Therefore, respondents, including State of Texas certified Historically Underutilized Businesses (HUBs), must complete and submit a State of Texas HUB Subcontracting Plan (HSP) with their solicitation response.

NOTE: Responses that do not include a completed HSP shall be rejected pursuant to Gov’t Code §2161.252(b).

The HUB Program promotes equal business opportunities for economically disadvantaged persons to contract with the State of Texas in accordance with the goals specified in the State of Texas Disparity Study. The HUB goals defined in 1 TAC §111.13 are: 11.9 percent for heavy construction other than building contracts, 26.1 percent for all building construction, including general contractors and operative builders contracts, 57.2 percent for all special trade construction contracts, 20 percent for professional services contracts, 33 percent for all other services contracts, and 12.6 percent for commodities contracts .

- - Agency Special Instructions/Additional Requirements - -

SECTION 1 - RESPONDENT AND SOLICITATION INFORMATION

a. Respondent (Company) Name: State of Texas VID #:

Point of Contact: Phone #:

b. Is your company a State of Texas certified HUB? - Yes - No

c. Solicitation #:

SECTION 2 - SUBCONTRACTING INTENTIONS

After having divided the contract work into reasonable lots or portions to the extent consistent with prudent industry practices, the respondent must determine what portion(s) of work, including goods or services, will be subcontracted. Note: In accordance with 1 TAC §111.12., a “Subcontractor” means a person who contracts with a vendor to work, to supply commodities, or contribute toward completing work for a governmental entity. Check the appropriate box that identifies your subcontracting intentions:

- Yes, I will be subcontracting portion(s) of the contract. (If Yes, in the spaces provided below, list the portions of work you will be subcontracting, and go to page 2.)

- No, I will not be subcontracting any portion of the contract, and will be fulfilling the entire contract with my own resources. (If No, complete SECTION 9 and 10.)

Line Item # - Subcontracting Opportunity Description Line Item # - Subcontracting Opportunity Description

( #1) - (#11) -

( #2) - (#12) -

( #3) - (#13) -

( #4) - (#14) -

( #5) - (#15) -

( #6) - (#16) -

( #7) - (#17) -

( #8) - (#18) -

( #9) - (#19) -

(#10) - (#20) -

*If you have more than twenty subcontracting opportunities, a continuation page is available at http://www.tbpc.state.tx.us/hub/forms/index.html

Page 1

HSP Information Page

If HSP is inadequate,

response will be rejected


Attachment “D”

HSP Rev.9/05









c. Solicitation #:






( #1) - (#11) -

( #2) - (#12) -

( #3) - (#13) -

( #4) - (#14) -

( #5) - (#15) -

( #6) - (#16) -

( #7) - (#17) -

( #8) - (#18) -

( #9) - (#19) -

(#10) - (#20) -


Page 1


HUB GOALS

Attachment “D”

HSP Rev.9/05


NOTE: Responses that do not include a completed HSP shall be rejected pursuant to Gov’t Code §2161.252(b). The HUB Program promotes equal business opportunities for economically disadvantaged persons to contract with the State of Texas in accordance with the goals specified in the State of Texas Disparity Study. The HUB goals defined in 1 TAC §111.13 are: 11.9 percent for heavy construction other than building contracts, 26.1 percent for all building construction, including general contractors and operative builders contracts, 57.2 percent for all special trade construction contracts, 20 percent for professional services contracts, 33 percent for all other services contracts, and 12.6 percent for commodities contracts.






c. Solicitation #:






( #1) - (#11) -

( #2) - (#12) -

( #3) - (#13) -

( #4) - (#14) -

( #5) - (#15) -

( #6) - (#16) -

( #7) - (#17) -

( #8) - (#18) -

( #9) - (#19) -

(#10) - (#20) -


Page 1


Special reminders and instructions

Attachment “D”

HSP Rev.9/05









c. Solicitation #:






( #1) - (#11) -

( #2) - (#12) -

( #3) - (#13) -

( #4) - (#14) -

( #5) - (#15) -

( #6) - (#16) -

( #7) - (#17) -

( #8) - (#18) -

( #9) - (#19) -

(#10) - (#20) -


Page 1


Company Information

Attachment “D”

HSP Rev.9/05









c. Solicitation #:






( #1) - (#11) -

( #2) - (#12) -

( #3) - (#13) -

( #4) - (#14) -

( #5) - (#15) -

( #6) - (#16) -

( #7) - (#17) -

( #8) - (#18) -

( #9) - (#19) -

(#10) - (#20) -


Page 1


SubcontractingDeclaration

Attachment “D”

HSP Rev.9/05









c. Solicitation #:






( #1) - (#11) -

( #2) - (#12) -

( #3) - (#13) -

( #4) - (#14) -

( #5) - (#15) -

( #6) - (#16) -

( #7) - (#17) -

( #8) - (#18) -

( #9) - (#19) -

(#10) - (#20) -


Page 1


Self Performance Declaration

Attachment “D”

HSP Rev.9/05









c. Solicitation #:






( #1) - (#11) -

( #2) - (#12) -

( #3) - (#13) -

( #4) - (#14) -

( #5) - (#15) -

( #6) - (#16) -

( #7) - (#17) -

( #8) - (#18) -

( #9) - (#19) -

(#10) - (#20) -


Page 1


If more than 20, provide attached

list

Enter your company’s name here: Solicitation #:

IMPORTANT: You must complete a copy of this page for each of the subcontracting opportunities you listed in SECTION 2. You may photocopy this page or downl oad copies at http:www.tbpc.state.tx.us.hubforms/index.html.

SECTION 3 - SUBCONTRACTING OPPORTUNITY

Enter the line item number and description of the subcontracting opportunity you listed in SECTION 2.

Line Item # Description:

SECTION 4 - MENTOR-PROTÉGÉ PROGRAM

If respondent is participating as a Mentor in a State of Texas Mentor Protégé Program, submitting their Protégé (Protégé must be a State of Texas certified HUB) as a subcontractor to perform the portion of work (subcontracting opportunity) listed in SECTION 3, constitutes a good faith effort towards that specific portion of work. Will you be subcontracting the portion of work listed in SECTION 3 to your Protégé?

- Yes (If Yes, complete SECTION 8 and 10.) - No / Not Applicable (If No or Not Applicable, go to SECTION 5.)

SECTION 5 - PROFESSIONAL SERVICES CONTRACTS ONLY This section applies to Professional Services Contracts only. All other contracts go to SECTION 6.

Does your HSP contain subcontracting of 20% or more with HUB(s)? - Yes (If Yes, complete SECTION 8 and 10.) - No / Not Applicable (If No or Not Applicable, go to SECTION 6.)

In accordance with Gov’t Code §2254.004, “Professional Services" means services: (A) within the scope of the practice, as defined by state law of accounting; architecture; landscape architecture; land surveying; medicine; optometry; professional engineering; real estate appraising; or professional nursing; or (B) provided in connection with the professional employment or practice of a person who is licensed or registered as a certified public accountant; an architect; a landscape architect; a land surveyor; a physician, including a surgeon; an optometrist; a professional engineer; a state certified or state licensed real estate appraiser; or a registered nurse.

SECTION 6 - NOTIFICATION OF SUBCONTRACTING OPPORTUNITY Complying with a, b and c of this section constitutes Good Faith Effort towards the portion of work listed in SECTION 3. After performing

the requirements of this section, complete SECTION 7, 8 and 10.

a. Provide written notification of the subcontracting opportunity listed in SECTION 3 to three (3) or more HUBs. Use the State of Texas’ Centralized Master Bidders List (CMBL), found at http://www.tbpc.state.tx.us/cmbl/cmblhub.htm, and its HUB Directory, found at http://www.tbpc.state.tx.us/cmbl/hubonly.html, to identify available HUBs. Note: Attach supporting documentation (letters, phone logs, fax transmittals, electronic mail, etc.) demonstrating evidence of the good faith effort performed.

b. Provide written notification of the subcontracting opportunity listed in SECTION 3 to a minority or women trade organization or development center to assist in identifying potential HUBs by disseminating the subcontracting opportunity to their member s/participants. A list of trade organizations and development centers may be accessed at http://www.tbpc.state.tx.us/hub/minoritywomenbuslinks.htm . Note: Attach supporting documentation (letters, phone logs, fax transmittals, electronic mail, etc.) demonstrating evidence of the good faith effort performed.

c. Written notifications should include the scope of the work, information regarding the location to review plans and specifica tions, bonding and insurance requirements, required qualifications, and identify a contact person. Unless the contracting agency has specified a different time period, you must allow the HUBs no less than five (5) working days from their receipt of notice to respond, and provide notice of your subcontracting opportunity to a minority or women trade organization or development center no less than five (5) working days prior to the submission of your response to the contracting agency.

SECTION 7 - HUB FIRMS CONTACTED FOR SUBCONTRACTING OPPORTUNITY

List three (3) State of Texas certified HUBs you notified regarding the portion of work (subcontracting opportunity) listed in SECTION 3. Specify the vendor ID number, date you provided notice, and if you received a response. Note: Attach supporting documentation (letters, phone logs, fax transmittals, electronic mail, etc.) demonstrating evidence of the good faith effort performed. Company Name VID # Notice Date

(mm/dd/yyyy) Was Response Received?

/ / - Yes - No

/ / - Yes - No

/ / - Yes - No

SECTION 8 - SUBCONTRACTOR SELECTION

List the subcontractor(s) you selected to perform the portion of work (subcontracting opportunity) listed in SECTION 3. Also, specify the expected percentage of work to be subcontracted, the approximate dollar value of the work to be subcontracted, and indica te if the company is a Texas certified HUB.

Company Name VID # Expected % of Contract

Approximate Dollar Amount

Texas Certified HUB?

% $ - Yes - No*

% $ - Yes - No*

*If the subcontractor(s) you selected is not a Texas certified HUB, provide written justification of your selection process below:


One page for each area

subcontracted(listed on page 1)




















/ / - Yes - No

/ / - Yes - No

/ / - Yes - No






% $ - Yes - No*

% $ - Yes - No*



List Line # and Subcontracting

Opportunity




















/ / - Yes - No

/ / - Yes - No

/ / - Yes - No






% $ - Yes - No*

% $ - Yes - No*



Protégéperforming the

work

Skip to Sections 8 and 10




















/ / - Yes - No

/ / - Yes - No

/ / - Yes - No






% $ - Yes - No*

% $ - Yes - No*



Professional Services Category




















/ / - Yes - No

/ / - Yes - No

/ / - Yes - No






% $ - Yes - No*

% $ - Yes - No*



Good Faith Efforts to find Texas Certified HUB Vendors




















/ / - Yes - No

/ / - Yes - No

/ / - Yes - No






% $ - Yes - No*

% $ - Yes - No*



Contact HUB Trade

Organization




















/ / - Yes - No

/ / - Yes - No

/ / - Yes - No






% $ - Yes - No*

% $ - Yes - No*



Written Notification

Requirements




















/ / - Yes - No

/ / - Yes - No

/ / - Yes - No






% $ - Yes - No*

% $ - Yes - No*



List 3 HUBs Contacted

for this Subcontracting

Opportunity




















/ / - Yes - No

/ / - Yes - No

/ / - Yes - No






% $ - Yes - No*

% $ - Yes - No*



List Subs to be used (HUBs & Non-HUBs) for

this Subcontracting

Opportunity




















/ / - Yes - No

/ / - Yes - No

/ / - Yes - No






% $ - Yes - No*

% $ - Yes - No*



Reason why HUB was not selected for this Subcontracting

Opportunity

Enter your company’s name here:

Solicitation #:

SECTION 9

- SELF PERFORMANCE JUSTIFICATION (If you responded “No” to SECTION 2, you must complete SECTION 9 and 10.)

Does your response/proposal contain an explanation demonstrating how your company will fulfill the entire contract with its own resources?

- Yes If Yes, in the space provided below, list the specific page/section of your proposal which identifies how your compa ny will perform the entire contract with its own equipment, supplies, materials and/or employees.

- No If No, in the space provided below, explain how your company w ill perform the entire contract with its own equipment, supplies, mate rials, and/or em ployees.

SECTION 10

- AFFIRMATION

As evidenced by my signature below , I affirm that I am an authorized representative of the respondent listed in SECTIO N 1, and that the information and supporting docum entation subm itted with the HSP are true and correct. Respondent understands and agrees that, if awarded any portion of the solicitation:

The respondent must submit monthly compliance reports (Prime Contractor Progress Assessment Report – PAR) to the contracting agency, verifying their compliance with the HSP, including the use/expenditures they have m ade to subcontractors. (The PAR is available at http://www.tbpc.state.tx.us/hubbid/forms/index.htm l).

The respondent must seek approval from the contracting agency prior to making any modifications to their HSP. If the HSP is modified w ithout the contracting agency’s prior approval, respondent may be subject to debarment pursuant to Gov’t Code §2161.253(d).

The respondent must, upon request, allow the contracting agency to perform on -site reviews of the company’s headquarters and/or work-site where services are to be performed and must provide documents regarding staff and other resources.

____________________________________ _________________________________ ___________________ ___________________


Self Performance Explanation

Enter your company’s name here:

Solicitation #:

SECTION 9

- SELF PERFORMANCE JUSTIFICATION (If you responded “No” to SECTION 2, you must complete SECTION 9 and 10.)

Does your response/proposal contain an explanation demonstrating how your company will fulfill the entire contract with its own resources?

- Yes If Yes, in the space provided below, list the specific page/section of your proposal which identifies how your compa ny will perform the entire contract with its own equipment, supplies, materials and/or employees.

- No If No, in the space provided below, explain how your company w ill perform the entire contract with its own equipment, supplies, mate rials, and/or em ployees.

SECTION 10

- AFFIRMATION

As evidenced by my signature below , I affirm that I am an authorized representative of the respondent listed in SECTIO N 1, and that the information and supporting docum entation subm itted with the HSP are true and correct. Respondent understands and agrees that, if awarded any portion of the solicitation:

The respondent must submit monthly compliance reports (Prime Contractor Progress Assessment Report – PAR) to the contracting agency, verifying their compliance with the HSP, including the use/expenditures they have m ade to subcontractors. (The PAR is available at http://www.tbpc.state.tx.us/hubbid/forms/index.htm l).

The respondent must seek approval from the contracting agency prior to making any modifications to their HSP. If the HSP is modified w ithout the contracting agency’s prior approval, respondent may be subject to debarment pursuant to Gov’t Code §2161.253(d).

The respondent must, upon request, allow the contracting agency to perform on -site reviews of the company’s headquarters and/or work-site where services are to be performed and must provide documents regarding staff and other resources.

____________________________________ _________________________________ ___________________ ___________________


Signature Affirms that

True and Correct

Information is Provided

HUB Subcontracting Plan (HSP)

Prime Contractor Progress Assessment Report This form must be completed and submitted to the contracting agency each month to document compliance with your HSP.

Contract/Requisition Number: Date of Award: Object Code: (mm/dd/yyyy) (Agency Use Only)

Contracting Agency/University Name:

Contractor (Company) Name: State of Texas VID #:


Reporting Period: - Jan. - Feb. - Mar. - Apr. - May - Jun. - Jul. - Aug. - Sept. - Oct. - Nov. - Dec. (Check only one Month)

Total Contract Amount Paid this Reporting Period to Contractor: $

Report HUB and Non-HUB subcontractor information

Subcontractor’s Name Subcontractor’s VID or HUB Certificate Number

Total Contract $ Amount from HSP with Subcontractor

Total $ Amount Paid This Period to Subcontractor

Total Contract $ Amount Paid

to Date to Subcontractor

Object Code (agency use only)

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

TOTALS: $ $ $

Signature: Title: Date:

HSP-PAR Rev. 9/05

HSP Prime Contractor Progress Assessment Report

•Required with ALL Pay Requests

•List ALL Sub payments (HUBs & Non-HUBs)

•Required even if not subcontracting


HSP Assistance from TBPC

HUB Subcontracting Plan (HSP) Forms

Step-by-step instructions and an audio on “How to Complete an HSP ” is located on the Texas Building and Procurement Commission’s (TBPC’s) website at: http://www.tbpc.state.tx.us/communities/procurement/prog/hub/hub-subcontracting-plan

How to Complete an HSPPlay Windows Media Version (2.9 mb download)Play Macromedia Flash version (1.8 mb download)Read Video Transcript (.rtf file) (43k download)

http://www.tbpc.state.tx.us/communities/procurement/prog/hub/hub-subcontracting-plan

http://www.tbpc.state.tx.us/communities/procurement/prog/hub/hub-subcontracting-plan


Administrative Services Development HUB Program Office

Robert L. Hall, C.P.M.

Administrative Services Development Director (512) 424-6596 [email protected]

Carlos Balderas, HUB Administrator (512) 424-6896 [email protected]

Sherice Williams-Patty, HUB Administrator (512) 424-6903 [email protected]

mailto:[email protected]

mailto:[email protected]

General Information


General Information

Mission Statement

The mission of the Health and Human Services Commission (HHSC) in this procurement is to contract with a single qualified vendor, to provide services and technology that will assist HHSC in the determination and administration of client eligibility for receiving client services.

Mission Objective

To enter into a contract in which the contractor will: Provide services and technology that will assist HHSC in the

determination of client eligibility and verification of information provided by clients applying for or receiving client services

Provide services and technology for a re-certification of eligibility process, based on a system of objective, risk-based factors and conditions, which will assist HHSC staff in determining if clients can be automatically re-certified without a personal interview or requiring additional information from a client.


Project Timeline

RFP Release Date June 11, 2007

Vendor Pre-Proposal Conference June 26, 2007

Vendor Questions due by 5pm CDT June 26, 2007

HHSC Responses to VendorQuestions Posted July 10, 2007

Vendor Proposals due by 5pm CDT August 6, 2007

Optional Vendor Demonstrations/Oral August 27, 2007—Presentations August 31, 2007

Tentative Award Announcement October 1, 2007

Anticipated Contract Start Date November 1, 2007

Scope of Work


Scope of Work

HHSC is seeking the assistance of a vendor to establish and implement Data Broker Services that meets the following general design requirements: Client eligibility determination

Re-certification of benefits

Continued…


Scope of Work

Provides the following services to help determine client eligibility: Credit history information

Texas vehicle registration information

Texas criminal history, Texas property records, Social Security Number (SSN) death master file

Industry standard web service interface with the Texas Workforce Commission (TWC)

Single web-based portal for SAVERR

Initial Training sessions for hardware requirements, set-up procedures, overview of available data, permissible purpose for requesting data, how to read/use data, limitations on the use of data, hands on training for using the Data Broker System

Procedures to measure and control PERM within Medicaid and CHIP to within a four (4) percent error rate, or established federal guidelines


Scope of Work

Successful Vendor will provide the following Transition the current data broker function from the existing

vendor Manage, distribute and account for all information that is

provided Monitor quality of service provided Data is collected as required by HHSC Corrective action if operational or quality problems arise Unlimited access to the database as HHSC determines

necessary Disaster Recovery Plan Ability for HHSC to add new related services Maintain accountability to HHSC


Scope of Work

Transaction Response Times Not to exceed eight (8) seconds

Is measured and calculated on a daily basis

System Development Documentation

Detailed Work plans updated

Schedules for all system components

Acceptance testing


Scope of Work

System Maintenance and Enhancement Maintain optimized levels

Defined including interfaces

Defined software development initiative

Procedures for communicating with users about operations and applications software upgrades and for implementing these upgrades

Provide preventive maintenance program


Scope of Work

System Availability Provide a minimum of 99.5 percent Uptime in each calendar

month

Downtime defined as any service outage that occurs outside of the defined required availability

Downtime begins when the Vendor discovers the outage or is notified by HHSC

Downtime attributable exclusively to telephony communications or HHSC’s communication network failure


Scope of Work

Technology Updates Must include an optional technology refresh of hardware and

software at no additional expense to HHSC

Management Plans are operating tools for the life of the Contract. Such plans include the following: Project Management Plan will include defined expectations of

the contract deliverables, schedule for key activities and milestones Project Tracking Quality Management Change Management Risk Management Problem Management Integration Management Configuration Management


Scope of Work

Implementation Plan describes how the transition of functions, facilities and processes will transition from the current vendor to the awarded vendor

Schedule of key milestones

Outline of procedures to be followed

Identify key issues that need to be addressed

Identify roles and responsibilities

Point of contact and procedures for managing problems/issues

Implementation test plan which allows for at least two trial conversion tests

Contingency plan for failed transition of services


Scope of Work

Acceptance Testing Plan will define the responsibilities of the Vendor and HHSC

Acceptance Test Work Plan-define activities

Stakeholder Responsibilities-describe the activities for various stakeholder groups and their responsibilities

Define Acceptance testing criteria (metrics)


Scope of Work

Security Management Plan must include methods for resolving the following major security concerns:

Environmental

Physical Site

Computer Hardware

Computer software

Data Access and Storage

Client/User

Telecommunications

Network


Scope of Work

Training and Communication Plan must provide comprehensive strategy to train and communicate to internal/external stakeholders. Plan must include but is not limited to the following: Audiences; Internal/External Description of the types of training/communications Description of methods of delivery Communication Procedures, protocols and feedback systems to

coordinate daily operational activities Methods for training course evaluation Methods for identifying HHSC ongoing training/communication

needs Requirement for providing printed material Tasks, deliverables and milestones


Scope of Work

Disaster Recovery Plan/Business Continuity Plan must include the following:

Processes/procedures to provide for uninterrupted service delivery for all services

A provision for annual testing procedures

Courses of action to address potential and probable issues or problems that could occur during operations

Location of all disaster recovery operations must also be identified and approved by HHSC


Scope of Work

Transition Plan must describe the vendor’s role and responsibilities during a transition period to a new vendor. The plan must include but is not limited to the following:

Issues that need to be addressed during a transition period

Vendor’s/HHSC/Stakeholders roles and responsibilities

Outline key milestones

Outline or procedures to follow

The method of identifying, documenting and transferring assets

A contact person/procedures for managing problems/issues

Contingency for failed transition of services


Performance Measures and Associated Remedies

General Performance Standards Monitoring

Evaluation will be performed on a regular basis to determine accuracy, timeliness of expectations and activities outlined.

Remedies and Liquidated Damages

Written ten (10) day notice

Specified “cure period” will allow written response from the vendor an opportunity to address the potential damages

Vendor Questions

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