1. 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

2. 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

3. 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

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

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

6. 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)
Fax (512)

7. 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

8. Solicitation Access
The HHSC website is located at:
The ESBD is located at:

9. Employee Assistance Program
RFP Overview
Purpose
Our Workforce

10. 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

11. HHS Agencies Health and Human Services Commission 11,963
Department of Aging and Disability Services ,118
Department of State Health Services ,855
Department of Family and Protective Services 10,723
Department of Assistive and Rehabilitative
Services: ,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.

12. HUB Subcontracting Plan (HSP) Requirements12

13. 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

14. 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

15. 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

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

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

18. HUB Participation Requirements
HSP Quick Checklist 18

19. HUB Participation Requirements
HSP Methods 19

20. 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

21. HSP Information Page
Respondent and Requisition
Information 21

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

23. 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

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

25. 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

26. 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

27. HSP Information Page
Respondent and Requisition
Information 27

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

29. 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

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

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

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

33. 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

34. HSP Information Page
Respondent and Requisition
Information 34

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

36. 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

37. 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

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

39. 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

40. 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

41. HSP Information Page
Respondent and Requisition
Information 41

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

43. 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

44. 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

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

46. 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

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

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

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

50. 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

51. 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

52. HSP Information Page
Respondent and Requisition
Information 52

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

54. 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

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

56. HUB Participation Requirements HUB Subcontracting Opportunity
Notification Form 56

57. Sample for Respondent’s Use.57

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

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

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