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

2. 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

3. Attendees
If joining via phone or GoToWebinar, please your name, organization, and contact information to the following address:

4. 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

5. 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

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

7. 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: Fax:

8. 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.

9. 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

10. Solicitation Access
The Electronic State Business Daily (ESBD) is located at:

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

12. 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

13. 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.

14. 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

15. 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
Proposals are due to the HHSC Procurement Division no later than October 21, 2015, no later than 2:00 p.m. CST.

16. 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.

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

18. 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.

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

20. 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.

21. 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.

22. Service Delivery Area (cont.)
A map of Texas counties can be found at:
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.

23. 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).

24. 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

25. 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

26. 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

27. 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)

28. 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

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

30. 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

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

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

33. 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

34. 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

35. 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

36. 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

37. Respondent and Requisition
Step by Step
Respondent and Requisition
Information

38. 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

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

40. 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

41. 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

42. 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

43. 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

44. 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

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

46. 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

47. 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

48. 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

49. 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

50. 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

51. 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

52. 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

53. 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

54. 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

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

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

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

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

59. 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

60. 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

61. iii HUB Subcontracting Opportunity
Notification Form 61

62. Sample for Respondent’s Use.62

63. III. HSP Prime Contractor Progress Assessment Report
Section 4.9 63

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

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

66. Questions and Answers 66

67. 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 September 21, 2015.

68. 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.

69. Thanks for Your Interest & Participation!