Texas Veterans + Family Alliance Pilot Program Vendor Information Conference Request for Proposals No January 8, 2016 (3:00 p.m. – 5:00 p.m. CST)

2 Welcome Edward Michel, Procurement Project Manager, Procurement and Contracting Services Sonja Gaines, Associate Commissioner, Office of Mental Health Coordination Ilyse Niland, General Counsel John Wesley Smith & Sharice Williams, Historically Underutilized Businesses (HUB) Coordinator

Questions and Answers Please submit written questions to Please follow instructions in RFP Section 3.1 and 3.2 when submitting questions. Answers to Respondent questions will be posted on the Electronic State Business Daily (ESBD) no later than the date prescribed in Section 1.3 of the RFP 3

HHSC Procurement Rules HHSC Procurement - Responsible for procurement activity HHSC Office of Mental Health Coordination - Responsible for project scope, requirements, performance, results, contract management/monitoring HUB Administrator - Responsible for HUB activity HHSC Legal – Ensure compliance with rules and regulations related to the contracting process 4

HHSC Procurement Activities Sole Point of Contact Procurement Schedule Solicitation Access and Addendums Submission Requirements Questions & Answers Award Information 5

HHSC Sole Point of Contact RFP Section Office: (512) Fax: (512) Edward Michel, Procurement Project Manager HHS Procurement and Contracting Services Health and Human Services Commission 1100 West 49 th Street Mail Code 2020 Austin, Texas 78756

HHSC Sole Point of Contact All communications relating to this RFP must be directed to the HHSC Sole Point of Contact. All communications between respondents and other HHSC staff members concerning this RFP are strictly prohibited. Failure to comply with these requirements may result in proposal disqualification. 7

Procurement Schedule RFP Section 1.3 RFP Release DateDecember 22, 2015 RFP Vendor ConferenceJanuary 8, 2016 Written Questions Due January 11, 2016 Responses to Questions PostedJanuary 15, 2016 Proposal Submission Deadline January 22, 2016 Deadline for Proposal WithdrawalJanuary 22, 2016 Award AnnouncementMarch 1, 2016 Anticipated Contract Start DateMarch 1, 2016 * Dates are subject to change at the discretion of HHSC. 8

Solicitation Access The posting on the Electronic State Business Daily (ESBD) is located at:

RFP Sections Section I General Information Section II Minimum Qualifications and Mission Results/Scope of Work Section III General Instructions & Proposal Requirements Section IV HUB Participation Section V Proposal Evaluation Section VI RFP Attachments and Appendices 10

Submission Requirements - Proposal Format & Content RFP Section 3.9 Part 1 – Project Proposal  Section 1 – Executive Summary  Section 2 – Background and Experience  Section 3 – Scope of Work  Section 4 – Project Milestones and Timeline  Section 5 – Appendices  Section 6 – Certifications and Other Required Forms  Section 7 – HUB Subcontracting Plan (HSP) Part 2 – Expenditure Proposal 11

Submission Requirements – Due Date and Location Respondents must appropriately mark and deliver proposals to HHSC as specified in RFP Section 1.2. Proposals are due to the HHSC Procurement Division no later than January 22, 2016, no later than 2:00 p.m. CST. 12

Award Information RFP Sections 1.10 – 1.12 HHSC will post all official communication regarding this RFP on the ESBD website, including the notice of award. HHSC reserves the right to cancel this RFP, or to make no award if it determines such action is in the best interest of the State. HHSC may, in its discretion, reject any and all proposals or portions thereof. 13

Texas Veterans + Family Alliance Pilot Program Sonja Gaines Associate Commissioner Office of Mental Health Coordination

Texas Veterans + Family Alliance Senate Bill 55, 84 th Legislature, establishes an innovative grant program within the Health and Human Services Commission (HHSC), Texas Veterans + Family Alliance, which supports community mental health programs providing services and treatment to veterans and their families. SB 55 provides for HHSC to conduct a pilot program, and HHSC is currently seeking responsive proposals. HHSC is partnering with a pilot program administrator, the Meadows Mental Health Policy Institute (MMHPI) to assist with the design, development, and implementation of the pilot. 15

Texas Veterans + Family Alliance was funded with $20 million appropriated by the Texas Legislature, which will be matched by local and private funds, to provide a total of $40 million in mental health support for veterans and their families. The $20 million appropriation will not be used for the pilot program. HHSC identified $1 million to support this pilot program, and this $1 million will also be matched by local and private funds. MMHPI will work with organizations to identify matching funds for the pilot project. HHSC aims to award grants to two to three projects. 16 Grant Funding – Pilot Program

Match Requirements Respondents must identify 25% of the match at the time their proposal is submitted. The pilot program administrator can assist entities in identifying the remaining match funds. Matches may be provided through local financial funds (e.g., local philanthropic, private funding, county funds, other local funds), pooled/braided funds from project partners, partner resources, or in-kind contributions committed specifically to grant activities. A full match is required to be eligible for a grant award. State and matching funds flow directly to the awardee. 17

18 Procurement Objectives Serve Texas veterans and their families by ensuring they receive the mental health services using evidence-based practices Eliminate barriers to mental health care for Texas veterans, including community stigma Assist communities in increasing access to mental health care for veterans and their families that is safe and timely, of high quality, respectful of military culture, appropriate for Texas veterans’ mental health needs, and economically sustainable. Foster community partnerships in the development of projects and service integration

19 Procurement Objectives Incorporate the expertise of mental health professionals, peer veterans, and mental health experts Support community partnerships and efforts to strengthen collaborative planning capacity for veterans and their families Increase performance by using data to improve the outcomes of care and community success in assisting Texas veterans and their families Incentivize empirically supported best practices that address gaps in care, including those that target underserved populations and geographic areas across Texas

Historically Underutilized Business (HUB) Requirements

Requirements HUB PARTICIPTATION REQUIREMENTS The goal for this solicitation is: Responding entities must choose an HSP method and provide proper, and complete documentation. A Notification to solicit HUBs is preferred to be in writing. Review attached HSP Checklist for assistance. To meet eligibility requirement for HUB certification you must be: For Profit, 51% owned by an Asian Pacific American, Black American, Hispanic American, American Women, Native American and/or Service Disabled Veteran who reside in Texas and actively participate in the control, operations and management of the company’s affairs. Definitions: Respondent – a person that submits a response – go to CPA website: Rule 20.11, (24), that is posted on ESBD or other websites, providing a bid for the entire project. Subcontractor – firm providing Respondent with bid – go to CPA website: Rule 20.11, (27) for a particular scope or portion of the solicitation including supplies. Responses that do not include a complete HSP shall be Rejected pursuant to Texas Gov’t Code § (b).

HUB SUBCONTRACTING PLAN (HSP) METHODS & REQUIREMENTS Respondent Information Respondent Company Information List of Subcontractors + percentage Good Faith Effort – Attachment A when using all certified HUB’s for project, or meeting or Exceeding the HUB goals Self Performing Justification Good Faith Effort – Attachment B use when HUB total does not meet or exceed HUB goals HUB Subcontracting Opportunity Notification form (optional) Progress Assessment Report Method IIMethod IIIMethod IVMethod VMethod I HSP Submission Requires HSP Methods

HSP Method Options Method I 100 % of your subcontracting opportunities will be performed using only HUB vendors; Method II Method utilizes HUB protégé (HUB only) for one or more of the subcontracting opportunities. Which is an approved M/P relationship by a state agency and posted on CPA’s website. Method III Method utilizes HUB’s and Non-HUB’s to perform the subcontracting work identified and the HUB goal identified in the solicitation is met or exceeded. Method IV Method utilizes HUB’s and Non-HUB’s to perform the subcontracting work identified and the HUB goal identified in the solicitation is not met or exceeded. Method V Respondent intends to self-perform all of the work utilizing their own resources, equipment, materials, supplies, transportation, delivery and employees. All Methods Require respondent information, company name and requisition number, plus subcontracting intentions and affirmation signature. HSP SUBMISSION METHODS

HSP Method Options All Methods Require Respondent, Company and Requisition information, plus subcontracting intentions and affirmation signature. (Note: Please be sure to thoroughly read page 3 section 4 of the HSP) HSP SUBMISSION METHODS

HUB SUBCONTRACTING PLAN – RESPONDENT PLANNING ON SUBCONTRACTING This page is for subcontracting opportunities identified by the scope of work. Place subcontracting opportunity description, percentage of the contract expected to be subcontracted to HUBs and Non- HUBs in correct column. 3. Subcontracting Opportunities 2. Respondent’s Subcontracting Intentions 1. Respondent Name/ Req. Number 1 2 3

Subcontractor Selection 2. Subcontracting Opportunity 1. Respondent Name/ Req. Number Identify: Company Name Texas Certified HUB (Y) or (N) (note: VID # is required, for HUB and Non-HUB. Do not enter Social Security Numbers). Texas VID or Federal EIN # Number Percentage Dollar Amount HSP ATTACHMENT A – IF USING METHOD I OR III (required for each subcontracting opportunity listed) 1 2 3

HSP ATTACHMENT B – IF USING METHOD II (required for each subcontracting opportunity listed) 3. Mentor Protégé Program (check yes) 2. Subcontracting Opportunity Description 1. Respondent Name/ Req. Number Complete section B2: if the respondent is participating in a Mentor Protégé Program please complete section B1 and B2 for each sub- contracting opportunity

HSP ATTACHMENT B – IF USING METHOD IV (required for each subcontracting opportunity listed) 3. Subcontractor Written Notification 2. Subcontracting Opportunity Description 1. Respondent Name/ Req. Number Complete form documenting contact information for each subcontracting opportunity listed. List (3) three certified HUBs and (2) two Trade Organizations or Development Centers for each subcontracting opportunity listed. Provide Supporting documentation ( , fax, etc.). Contact potential bidders with a minimum of 7 Working days. The initial day of notification is Considered to be “day zero”

HSP ATTACHMENT B – IF USING METHOD II OR IV (required for each subcontracting opportunity listed) 3. Subcontractor Selection Name Identify: Company Name Texas Certified HUB (Y) or (N) (note: VID # is required, for HUB and Non-HUB. Do not enter Social Security Numbers). Texas VID or Federal EIN # Number Percentage Dollar Amount (please provide justification if Non-HUB subcontractor is not selected) 2. Subcontracting Opportunity Description 1. Respondent Name/ Req. Number 1 2 3

Method V Requires Respondents, Company, Requisition information, subcontracting intentions, page 3 “Self Performing Justification and affirmation signature. HSP if using Method V 1. Respondent Name/ Req. Number 2.Subcontracting Intentions 3.Self Performing Justification Affirmation Signature 4

HSP REMINDERS Documentation is also a key to a successful HUB Subcontracting Plan. The Respondent must submit documentation to the HUB Program Office with their initial response to demonstrate that a Good Faith Effort was made in the process of developing and submitting an HSP. Examples include : 1.Read Receipt from 2.Fax Log 3.Certified Letter Supporting Documentation for Method IV Communication Changes to the HSP are not allowed by the Respondent, until after Contracts are awarded. The HUB Program Office must be notified immediately and in advance in order to receive approval of the HUB Subcontracting Plan. The HUB Program Office will contact the awarded contractor requesting their participation in a Post Award Meeting once the contract has been awarded.

POST AWARD REMINDERS Prime Contractor Progress Assessment Report Required Monthly with All Pay Request. List All Sub-contractors payments (HUBs and Non-HUBs). Required even if you are Self-Performing all the work. Send notification to subcontractors within 10 days of the award and a copy to the HUB Program Office at

Questions and Answers 33

Questions and Answers All questions must be submitted in writing to the Procurement Manager at: Reminder: All additional questions, requests for clarification, etc., are due in writing no later than January 22,

Closing Comments  Respondents are responsible for meeting the RFP requirements, including any addenda.  Respondents must check the ESBD frequently for any new amendments that may have been added to this solicitation.  Attendee List, and Vendor Questions/HHSC Responses will be posted to the ESBD. 35