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 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 II Method 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

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. Subcontractor Selection 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.Respondent’s 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 – HHS HUB PROGRAM COORDINATORS DFPS Joy Simmons – 512/ The link below will access the HHSC website for HUB organizations and subcontracting opportunities. The link below will access general information and step by step instructions concerning the required steps to complete the form(s). HHS HUB Assistant Manager Stella Roland – 512/ DSHS Michael Herman – 512/ DSHS Karen Williams– 512/ HHS HUB Operations Manager Sherice Williams – 512/ HHSC John Wesley Smith– 512/ Health and Human Services Commission – HHSC Department of Aging and Disability Services – DADS Department of Assistive and Rehabilitative Services – DARS Department of Family and Protective Services – DFPS Department of State Health Services - DSHS