Texas Health and Human Services Commission (HHSC) Kyle L. Janek, Executive Commissioner VENDOR CONFERENCE Employee Assistance Program Request for Proposals # 529 – 14 – 0003 Vendor Conference May 17, 2013

Welcome Introductions Housekeeping Items Lyn Peters, Enterprise Contract and Procurement Services (ECPS) Dena Riede, Director, Health and Human Services (HHS) Training & Organizational Development Chester Beattie, Assistant General Counsel Michael Parks, Historically Underutilized Business (HUB) Housekeeping Items Restrooms Fire Exits

HHSC Procurement Roles ECPS - Responsible for procurement activity Program - Responsible for project scope, requirements, performance, results, contract management/monitoring HUB - Responsible for HUB activity Legal - Questions/answers and legal activity

Vendor Conference Overview Procurement Activities RFP Overview HUB Items Questions Submittal Break Preliminary Responses to Questions Closing Comments

Procurement Activities Questions & Answers Sole Contact, Lyn Peters - Steve Bailey, ECPS Procurement Schedule Solicitation Access Submission Requirements Solicitation Changes Screening & Evaluation Award Information

Sole Point of Contact Lyn Peters – Steve Bailey Texas Health and Human Services Commission Enterprise Contract and Procurement Services 4405 North Lamar Blvd., Mail Code 2020 Austin, TX 78756 Voice (512) 424-6976 Fax (512) 424-6590 lyn.peters@hhsc.state.tx.us

Procurement Schedule RFP Release Date May 10, 2013 Vendor Conference May 17, 2013 Vendor Questions Due May 20, 2013 HHSC Posts Responses to Vendor Questions May 28, 2013 Proposals Due June 10, 2013 Deadline for Proposal Withdrawal June 11, 2013 Tentative Award Announcement July 22, 2013 Anticipated Contract Start Date September 1, 2013

Solicitation Access The HHSC website is located at: http://www.hhsc.state.tx.us/about_hhsc/BusOpp/BO_opportunities.asp The ESBD is located at: http://esbd.cpa.state.tx.us/

Employee Assistance Program RFP Overview Purpose Our Workforce

EAP Purpose Assist Health and Human Services employees with issues that may impact their job performance or work behavior. Promote emotional health and wellness at work and at home. Primary goal is to retain employees, increase productivity, and reduce related cost when employees cannot perform at their best

HHS Agencies Health and Human Services Commission 11,963 Department of Aging and Disability Services 16,118 Department of State Health Services 11,855 Department of Family and Protective Services 10,723 Department of Assistive and Rehabilitative Services: 2,934 Number of HHS Employees * 53,593   *As of April 19, 2013 Contract is with HHSC, but covers the five HHS agencies. Workforce is over 53,000 employees HHS Priority Goal is to promote the health, responsibility, and self-sufficiency of individuals and families through our programs. How we do this – Determine eligibility for Supplemental Nutrition Assistance Program benefits, Temporary Assistance for Needy Families, Medicaid or CHIP eligibility Serving long-term care clients in the Texas communities Working with families of Children under 3 years of age in the Early Childhood Intervention Program Helping Texans become self sufficient through vocational rehabilitation services Managing a caseload for Child or Adult Protective Services Working in a state health program dealing with a wide variety of physical and mental health issues Thank you for your interest. Please read the scope of work carefully. We are going to publish responses to vendor questions including some utilization reports.

HUB Subcontracting Plan (HSP) Requirements 12

Agenda Topics RFP Section 4.0 Historically Underutilized Business Participation Requirement HUB Subcontracting Plan Development and Submission HSP Quick Checklist HSP Methods HSP Prime Contractor Progress Assessment Report 13

RFP Section 4.0 Historically Underutilized Business Participation Requirements HUB Participation Goals Potential Subcontracting Opportunities Vendor Intends to Subcontract Centralized Master Bidders List and HUB Directory 14

RFP Section 4.0 Historically Underutilized Business Participation Requirements Minority or Women Trade Organizations Self Performance HSP Changes After Contract Award Reporting and Compliance with the HSP 15

HUB Participation Requirements HUB Subcontracting Plan (HSP) Development and Submission 16

HSP Information Page If HSP is inadequate, response will be rejected HUB GOALS Special reminders and instructions HSP Information Page 17

HUB Participation Requirements HSP Quick Checklist 18

HUB Participation Requirements HSP Methods 19

METHOD I If all (100%) of your subcontracting opportunities will be performed using only HUB vendors, complete: Section 1 - Respondent and Requisition Information; Section 2 a. – Yes, I will be subcontracting portions of the contract; 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; Section 4 – Affirmation; and, HSP GFE Method A (Attachment A) – Complete this attachment for each subcontracting opportunity. 20

HSP Information Page Respondent and Requisition Information 21

Company Name and Requisition # Subcontracting Intentions: Complete Section 2-a; Yes, I will be subcontracting portions of the contract. 22

2-c; Yes if you will be using only HUBs 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. 23

Signature Affirms that Information Provided is Section 4; Affirmation Signature Affirms that Information Provided is True and Correct. 24

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 Reminders: Notice to subcontractors and HHSC. 25

METHOD II If any of your subcontracting opportunities will be performed using HUB protégés, complete: Section 1 - Respondent and Requisition Information; Section 2 a. – Yes, I will be subcontracting portions of the contract; 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 4 – Affirmation; and, HSP GFE Method B (Attachment B) – Complete Section B-1 and Section B-2 only for each subcontracting opportunity as applicable. 26

HSP Information Page Respondent and Requisition Information 27

Company Name and Requisition # Subcontracting Intentions: Complete Section 2-a; Yes, I will be subcontracting portions of the contract. 28

Complete Section 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. 29

Signature Affirms that Information Provided is Section 4; Affirmation Signature Affirms that Information Provided is True and Correct. 30

HSP GFE Method B (Attachment B) Complete Sections B-1; and B-2 only for each HUB Protégé subcontracting opportunity. 31

HSP GFE Method B (Attachment B) List the HUB Protégé(s)

METHOD III 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, which meets or exceeds the HUB Goal identified in the solicitation, complete: Section 1 - Respondent and Requisition Information; Section 2 a. – Yes, I will be subcontracting portions of the contract; 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; Section 4 – Affirmation; and, HSP GFE Method A (Attachment A) – Complete this attachment for each subcontracting opportunity. 33

HSP Information Page Respondent and Requisition Information 34

Company Name and Requisition # Subcontracting Intentions: Complete Section 2-a; Yes, I will be subcontracting portions of the contract. 35

Complete Section 2-b; List all the portions of work you will subcontract, and indicate 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. 36

Complete Section 2-d; Yes, 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. 37

Signature Affirms that Information Provided is Section 4; Affirmation Signature Affirms that Information Provided is True and Correct. 38

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) Reminders: Notice to subcontractors and HHSC. 39

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 - Respondent and Requisition Information; Section 2 a. – Yes, I will be subcontracting portions of the contract; 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; Section 4 – Affirmation; and, HSP GFE Method B (Attachment B) – Complete this attachment for each subcontracting opportunity/ 40

HSP Information Page Respondent and Requisition Information 41

Company Name and Requisition # Subcontracting Intentions: Complete Section 2-a; Yes, I will be subcontracting portions of the contract. 42

2-b; List all the portions of work 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. 43

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. 44

Signature Affirms that Information Provided is Section 4; Affirmation Signature Affirms that Information Provided is True and Correct. 45

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 46

HSP GFE Method B (Attachment B) Written Notification Requirements List 3 HUBs Contacted for this Subcontracting Opportunity 47

HSP GFE Method B (Attachment B) Written Notification To Trade Organizations 48

HSP GFE Method B (Attachment B) List Trade Organizations Notified with Dates Sent/Accepted. 49

HSP GFE Method B (Attachment B) Provide written justification why a HUB was not selected for this Subcontracting Opportunity Reminders: Notice to subcontractors and HHSC. 50

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: Section 1 – Respondent and Requisition Information; Section 2 a. – No, I will not be subcontracting any portion of the contract, and I will be fulfilling the entire contract with my own resources; Section 3 – Self Performing Justification; and, Section 4 – Affirmation 51

HSP Information Page Respondent and Requisition Information 52

Company Name and Requisition # Subcontracting Intentions: Complete Section 2-a; No, I will not be subcontracting any portion of the contract. 53

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. 54

Signature Affirms that Information Provided is Section 4; Affirmation Signature Affirms that Information Provided is True and Correct. 55

HUB Participation Requirements HUB Subcontracting Opportunity Notification Form 56

Sample for Respondent’s Use. 57

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

Employee Assistance Program Non-binding verbal answers to vendor questions are provided. Binding responses are posted on the procurement website by May 28, 2013.

Office of General Counsel Closing Comments Office of General Counsel Collusion Conflict of Interest Permissible contacts