Vendor Information Conference Chris Traylor, Executive Commissioner Vendor Information Conference Military Families and Veterans Pilot Prevention Program Request for Proposals No. 530-16-0013 September 14, 2015 (1:00pm– 3:00pm EST)

Welcome Introductions Edward Michel, Procurement Project Manager, Health and Human Services Commission Michael Hussey, Program Specialist, Prevention and Early Intervention (PEI) Division, Department of Family Protective Services Jared Davis, General Counsel Joy Simmons, Historically Underutilized Businesses (HUB) Coordinator

Attendees If joining via phone or GoToWebinar, please email your name, organization, and contact information to the following email address: Edward.Michel@hhsc.state.tx.us

Questions and Answers Please submit written questions to Edward.Michel@hhsc.state.tx.us. 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

HHSC on Behalf of DFPS Procurement Roles HHSC Procurement - Responsible for procurement activity DFPS/PEI Program - 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

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

HHSC Sole Point Contact RFP Section 1.2 Edward Michel, Procurement Project Manager HHS Procurement and Contracting Services 1100 W. 49th Street MC 2020 Austin, Texas 78756 Office: 512.406.2611 Fax: 512.406.2691 Edward.Michel@hhsc.state.tx.us

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

Procurement Schedule RFP Section 1.3 RFP Release Date September 4, 2015 RFP Information Conference September 14, 2015 Written Questions Due September 21, 2015 Responses to Questions Posted September 30, 2015 Proposal Submission Deadline October 21, 2015 Award Announcement December 23, 2015 Anticipated Contract Start Date February 1, 2016

Solicitation Access The Electronic State Business Daily (ESBD) is located at: http://esbd.cpa.state.tx.us/bid_show.cfm?bidid=119908

Military Families and Veterans Pilot Prevention Program RFP SECTIONS Military Families and Veterans Pilot Prevention Program

RFP SECTIONS Section I General Information Section II Scope of Work Section III General Instructions & Proposal Requirements Section IV HUB Participation Section V Proposal Evaluation Section VI Definitions and Acronyms

Submission Requirements Proposal Format & Content RFP Section 3.13 Part 1 – Business Proposal Attachment A, Response Template Part 2 – Cost Proposal 2 budgets required (7 month and 12 month) Use Attachment E (Budget Form 2030 and instructions) for use in preparing and submitting your budget response.

Submission Requirements Proposal Format & Content RFP Section 3.9.1 Part 1 – Business Proposal (On Attachment A – Response Template) Section 1 – Executive Summary Section 2 – Corporate Background and Experience Section 3 – Project Work Plan Section 4 – Value-added Benefits Section 5 – Assumptions Section 6 – Appendices Section 7 – HUB Subcontracting Plan (HSP) Section 8 – Certifications and Other Required Forms

Submission Requirements (cont.) Due Date & Location Respondents must appropriately mark and deliver proposals to HHSC as specified in RFP Sections 1.2, 1.3 and all of 3.8.2. Proposals are due to the HHSC Procurement Division no later than October 21, 2015, no later than 2:00 p.m. CST.

Submission Requirements Financial Capacity RFP Section 3.9.1.2.3 Please pay close attention to the requirements of this RFP Section. Respondents must supply evidence of financial stability sufficient to support the requirements of this procurement and any resulting contract.

Submission Requirements Financial Capacity (cont.) Personal financial statements will not be considered in lieu of financial statements of applicant corporations, partnerships, or LLCs.

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.

Military Families and Veterans Pilot Prevention Program Michael Hussey PEI Program Specialist

PEI Program Objective RFP Section 1.5.C. Prevention and Early Intervention Services (PEI) contracts for programs with the goal of providing early intervention or prevention of at-risk behavior that leads to child abuse or neglect, delinquency, running away, and truancy. PEI consolidates prevention and early intervention services within the jurisdiction of a single agency in order to avoid fragmentation and duplication and increase accountability.

Service Delivery Area (SDA) RFP Section 3.9.1.3.1 This is a targeted procurement with areas to be served limited to Bell, Bexar and El Paso Counties. Respondent must propose to provide the proposed service in one or more of the stated service areas (Counties). If the respondent proposes to serve any part of a county, the entire county must be served.

Service Delivery Area (cont.) A map of Texas counties can be found at: http://www.dfps.state.tx.us/contact_us/map.asp HHSC on behalf of DFPS will award one contract within a service area for this procurement. DFPS also reserves the right to negotiate with Respondents proposing prevention services that may be limited in one or more service delivery areas, if applicable.

Eligible Population RFP Section 2.5  The eligible client population is limited to military and veteran families that include a Primary Caregiver who is either active duty, NG, RR, a veteran or military retiree who will be receiving services and who has at least one child age 0-17. A target child must be identified, however, the entire family unit should benefit from the prevention services provided. Family must exhibit at least one risk factors cited in RFP Section 2.5.C.(1).

Service Deliverables RFP Section 2.8 Respondent must conduct a Community Needs Assessment (Section 2.8.1) Respondent must select one evidence-based or promising practice prevention program/curricula for implementation (2.8.2) Refer to RFP Supplement I, for descriptions and overviews of the programs available for consideration

Service Deliverables Section 2.8 (cont) Family Advocacy Program Additional Ancillary Services Svc Authorization, Intake, Assessment Process Recruitment and Outreach Documentation PEIS Database Protective Factors Surveys Satisfaction Surveys Supervision of Staff

Service Deliverables Section 2.6 (cont) Required Staff Training Caseloads and Group Classes Focus on Primary and Secondary Prevention DFPS Policy Requirements Conferences, Workshops and Conference Calls Sustainability Promote Child Abuse Prevention Required Reports Start Up Planning Community Collaboration Initiative

Performance Measures and Associated Remedies RFP Section 2.12 Review Section 2.12 of the RFP. Review Appendix D, Performance Measures (Descriptions of Outputs and Outcomes)

Compensation RFP Section 2.14 Anticipated 55 month contract 7 month budget and budget narrative required (see Table 4) 12 month budget and budget narrative required (see Table 4) Final contract price to be negotiated All funding subject to fund availability

HHSC HUB Administrator Historically Underutilized Business (HUB) Requirements Joy Simmons HHSC HUB Administrator

HUB Subcontracting Plan (HSP) Development and Submission Note: All Respondents must submit a HSP regardless if its intent is to subcontract or self perform all the work under the Contract. 30

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

** See Checklist Handout** HSP Quick Checklist ** See Checklist Handout** 32

ii HSP Methods Note: There are five (5) Method Options to choose from in order to develop and submit the HSP. Respondent’s should indicate their response which Method Option was selected. 33

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 protégé’s; 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; 34

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; and Method V - if the Respondent intends to self perform all of the work utilizing their own resources, equipment, employees, and supplies. 35

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. 36

Respondent and Requisition Step by Step Respondent and Requisition Information

if you plan to subcontract Company Name and Requisition # Subcontracting Intentions: Declaration: Check – “Yes” if you plan to subcontract Check – “No” if you will not be subcontracting any portion of the contract 38

Signature Affirms that Information Provided is Step by Step Section 4; Affirmation Signature Affirms that Information Provided is True and Correct. 39

All of the steps in Sections 1, 2, and 4 of the HSP. METHOD I If all (100%) of your subcontracting opportunities will be performed using only HUB vendors, complete: All of the steps in Sections 1, 2, and 4 of the HSP. 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. 40

2-c; Yes if you will be using only HUBs Step by Step 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. 41

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 42

All of the steps in Section 1, 2 and 4 of the HSP. METHOD II If any of your subcontracting opportunities will be performed using HUB protégés, complete: All of the steps in Section 1, 2 and 4 of the HSP. 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, B-2 and B-4 only for each subcontracting opportunity as applicable. 43

Step by Step Complete Section Skip Sections 2-c and 2-d. 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. 44

HSP GFE Method B (Attachment B) Complete Sections B-1; and B-2 only for each HUB Protégé subcontracting opportunity. 45

Selected to perform the subcontracting opportunity HSP GFE Method B (Attachment B) B-4 List the HUB Protégé(s) Selected to perform the subcontracting opportunity

All of the steps in Section 1, 2, and 4 of the HSP. 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: All of the steps in Section 1, 2, and 4 of the HSP. 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. 47

2-b; List all the portions of work Step by Step 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

Step by Step 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

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) 50

All of the steps in Section 1, 2, and 4 of the HSP; 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: All of the steps in Section 1, 2, and 4 of the HSP; 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. 51

2-b; List all the portions of work Step by Step 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. 52

Step by Step 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. 53

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 54

HSP GFE Method B (Attachment B) Written Notification Requirements List 3 HUBs Contacted for this Subcontracting Opportunity 55

HSP GFE Method B (Attachment B) To Trade Organizations Written Notification To Trade Organizations 56

HSP GFE Method B (Attachment B) List Trade Organizations Notified with Dates Sent/Accepted. 57

HSP GFE Method B (Attachment B) Provide written justification why a HUB was not selected for this Subcontracting Opportunity 58

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 Section 1, 2, and 4 of the HSP. Section 3 – Self Performing Justification, 59

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. 60

iii HUB Subcontracting Opportunity Notification Form 61

Sample for Respondent’s Use. 62

III. HSP Prime Contractor Progress Assessment Report Section 4.9 63

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

Questions Submittal Followed by Break Texas Health and Human Services Commission (HHSC) Procurement and Contracting Services (PCS) Questions Submittal Followed by Break

Questions and Answers 66

Questions and Answers All questions must be submitted in writing to the Procurement Manager at: Edward.Michel@hhsc.state.tx.us Reminder: All additional questions, requests for clarification, etc., are due in writing no later than September 21, 2015.

Closing Comments Attachment G, Proposal Response Checklist, is a tool to help Respondents prepare their proposal submission. 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. This Power Point presentation, Attendee List, and Vendor Questions/DFPS Responses will be posted to the ESBD.

Thanks for Your Interest & Participation!