Texas Health and Human Services Commission (HHSC)
Procurement and Contracting Services (PCS)
Vendor Conference
Community Diabetes Education Programs
(CDEP)
Request for Proposals # 537-16-140303
Date: March 18, 2015
Time: 10:00 am
1
Welcome

Introductions
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Vonda White, HHSC Procurement and Contracting
Services (PCS)
Richard Kropp, Diabetes Prevention and Control
Branch Manager, DSHS
Carol Filer, DPCP Coordinator, DSHS
Ashley Doyle, DPCP Program Specialist, DSHS
Michael Herman, HUB Coordinator, HHSC
Procurement and Contracting
Housekeeping Items
2
HHSC Procurement Roles
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PCS- Responsible for procurement activity
Program- Responsible for project scope,
requirements, performance, results, contract
management/monitoring
HUB- Responsible for HUB activity
3
Vendor Conference Overview
Procurement Activities
 Program Overview
 HUB Items
 Questions Submittal
 Break
 Preliminary Responses to Questions
 Closing Comments
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4
Procurement Activities
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Sole Point of Contact – Section III.A.
Questions & Answers – Section III.A.
Solicitation Access
http://www.hhsc.state.tx.us/about_hhsc/BusOpp/contract-opportunities.asp
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RFP Amendment and Announcements
Submission Requirements – Section III.D.
Evaluation Criteria & Screening – Section IV.
Schedule of Events – Section I.D.
5
Schedule of Events
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RFP Release Date
03/06/2015
Pre-proposal Conference
03/18/2015
Deadline for Submitting Questions
03/23/2015
HHSC Post Answers to Vendor Questions
03/27/2015
Deadline for Submission of Proposals 04/06/2015
Post Tentative Award Announcement 05/26/2015
Anticipated Contract Begin Date
09/01/2015
6
Community Diabetes Education
Programs (CDEP)
Program Overview
7
Community Diabetes Education Programs
(CDEP)
Proposal Content
 Table of Contents and Checklist
 General Purpose and Program Goals
(Scope of Work) SOW
 Background
 CDEP Goals and Implementation
 Performance Measures
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8
Proposal Content
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Instructions for Preparation
Confidential Information
Table of Contents
9
Table of Contents and Checklist
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This form is provided as your Table of
Contents and to ensure the proposal is
complete, proper signatures are included,
and the required assurances,
certifications, and attachments have been
submitted. Be sure to indicate page
number.
10
Purpose and Program Goals SOW

The TDPCP is the diabetes prevention and control
program for the State of Texas. The vision of the TDPCP
and the Texas Diabetes Council (TDC) is “A Texas Free
of Diabetes and its Complications.” TDPCP goals
address surveillance, health communications, health
systems improvements, infrastructure, community
intervention services, wellness, and health disparities.
Increasing public awareness, promoting community
outreach and diabetes education are TDC priorities.
11
Purpose and Program Goals SOW
TDPCP follows the CDC National Center for Chronic Disease Prevention and
Health Promotion’s framework. The four domains of this framework are:
1. Epidemiology and surveillance: Gather, analyze, and disseminate data and
information; use results from evaluations to make decisions about prioritizing
and delivering interventions; monitor programs and population health.
2. Environmental approaches: Promote health, and support and reinforce
healthful behaviors statewide in schools, worksites, and communities.
3. Health system interventions: Increase the use and improve the effective
delivery of preventive services and clinical care. This would help prevent
disease, detect diseases sooner after onset, reduce risk factors, and control
complications.
12
Purpose and Program Goals SOW
4. Strategies to improve community-clinical linkages: Ensure that communities
support programs that improve management of chronic conditions and clinics
refer patients to these programs. Specifically, this initiative is working to:
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Increase access and referrals to diabetes self-management education
programs and reimbursement for this service;
Increase pre-diabetes awareness
Increase referrals to, use of, and reimbursement for CDC-recognized
lifestyle change programs for the prevention of type 2 diabetes
Increase use of health-care extenders (such as community health workers)
in the community in support of self-management.
13
Purpose and Program Goals SOW
TDPCP’s immediate outcomes for this project are:
1. Increased opportunities for physical activity and better nutrition.
2. Increased access to ADA-recognized and/or AADE-accredited diabetes selfmanagement education and support.
3. Capacity to collect and analyze data on waist circumference, BMI, tobacco
status/cessation and blood pressure and other indicators listed on the sample
participant health outcomes form in Appendix H as participants progress
through interventions.
4. Improved capacity of a Community Diabetes Education Program (CDEP)
advisory board to design, implement, and engage in program quality
improvement of diabetes interventions.
14
Purpose and Program Goals SOW
Additional project goals are to:
1. Increase public and provider knowledge of the symptoms, risk factors and
target goals of diabetes, pre-diabetes and gestational diabetes management,
and the importance of physical activity and healthy eating in preventing,
delaying, or managing diabetes and its complications.
2. Increase health care provider, payer, and patient knowledge and use of the
TDC’s Minimum Standards for Diabetes Care in Texas and treatment algorithms
(www.tdctoolkit.org).
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Purpose and Program Goals SOW
Long-term outcomes for this project are:
1. Reduced risk of eye disease, kidney disease, nerve damage, and
cardiovascular disease through diabetes self-management;
2. Reduced likelihood of costs associated with adverse health outcomes
resulting from diabetes;
3. Reduced risk of developing type 2 diabetes through pre-diabetic lifestyle
changes; and
4. Decreased undiagnosed cases due to better public awareness of diabetes
risk in high-prevalence areas.
16
Background
Recognizing that Texas includes many diverse communities with unique needs,
the Texas Diabetes Prevention and Control Program (TDPCP) supports locally
tailored programs. A program that is successful for one geographical area or
ethnic group may or may not work for another area or group. The TDPCP has
funded five previous cycles of programs developed by communities that deal
with diabetes and health disparities, diabetes awareness and education, and
changes in community systems, environments, policies and practices.
These programs have demonstrated success in establishing culturallyappropriate programming for promoting wellness, healthy nutrition, physical
activity, glycemic control, weight and blood pressure control, and tobacco
cessation for persons with diabetes. Target populations include low socio
economic status, racial and ethnic minorities with disproportionate rates of
diabetes and those with limited access to health care services. In addition,
these programs have trained community health workers and have worked to
increase awareness of diabetes.
17
CDEP Goals and Implementation
1. Preventing type 2 diabetes in persons at
high risk who do not have diabetes; and
2. Preventing complications, disabilities, and
burden associated with diabetes.
18
Tier 1 and Tier 2
Refer to
Appendix F
Pages 120-123
19
Performance Measures
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Performance Measures (Tier 1)
Performance Measures (Tier 2)
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Tier 1
Performance
Measure
Guidelines
(Tier 1)
Pages 57-58
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22
Form H: Performance
Measures (Tier 1)
The data entered on Form H:
Performance Measures should be
consistent with Form I: Work Plan
Narrative (Part A), Work Plan
Template (Part B), and Appendix
J: Class Implementation Plan.
Compare these documents prior
to submission.
23
Tier 2
Performance
Measure
Guidelines
(Tier 2)
Pages 61-63
24
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Form H: Performance
Measures (Tier 2)
The data entered on Form H:
Performance Measures should be
consistent with Form I: Work Plan
Narrative (Part A), Work Plan
Template (Part B), and Appendix
J: Class Implementation Plan.
Compare these documents prior
to submission.
26
Appendix J: Class
Implementation Plan
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The respondent must submit proposed
diabetes self management education and
support (DSME/DSMS) and diabetes
prevention (DP) activities using the Excel
spreadsheets. This workbook contains
eight (8) separate worksheets.
27
The responses provided to Appendix J:
should be consistent with Form I: Work
Plan Narrative (Part A) and Work plan
Template (Part B) and Form H:
Performance Measures.
Compare the documents prior to
submissions.
28
HUB Subcontracting Plan
(HSP) Requirements
29
HUB Topics
I. RFP Section V-F Historically Underutilized
Business Participation Requirements
II. HUB Subcontracting Plan Development
and Submission – Section 5.4
III. HSP Quick Checklist – Handout
IV. HSP Methods – Section 5.6.3-5.6.7
V. HSP Prime Contractor Progress
Assessment Report – Section 5.7
30
I. Historically Underutilized
Business Participation
Requirements
31
I. RFP Section 5.0 Historically
Underutilized Business
Participation Requirements
•
HUB Participation Goals – Section 5.3
•
Potential Subcontracting Opportunities – Section
5.5
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Centralized Master Bidders List and HUB Directory –
Section 5.5
•
Vendor Intends to Subcontract – Section 5.6
32
I. RFP Section 5.0 Historically
Underutilized Business Participation
Requirements (cont.)
•
Minority or Women Trade Organizations – Section
5.6.6
•
Self Performance – Section 5.6.7
•
HSP Changes After Contract Award – Section 5.7
•
Reporting and Compliance with the HSP – Section
5.7
33
II. HUB Subcontracting Plan (HSP)
Development and Submission
34
If HSP is
inadequate,
response will be
rejected
HUB GOALS
Special
reminders and
instructions
HSP
Information
Page
35
III. HSP Quick Checklist
** See Checklist Handout**
36
IV. HSP Methods
37
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;
38
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.
• Method V - if the Respondent intends to self perform
all of the work utilizing their own resources,
equipment, employees, and supplies.
39
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
40
HSP
Information
Page
Respondent and
Requisition
Information
41
Company Name
and Requisition #
Subcontracting
Intentions:
If Yes, Complete
Section 2a
If No, Complete
Section 2b
42
Section 4;
Affirmation
Signature
Affirms that
Information
Provided is
True and
Correct.
43
METHOD I
If all (100%) of your subcontracting
opportunities will be performed using only
HUB vendors, complete:
• Section 1;
• 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.
44
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.
45
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
46
METHOD II
If any of your subcontracting opportunities
will be performed using HUB protégés,
complete:
• Section 1;
• 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 and Section B-2 only for each
subcontracting opportunity as applicable.
47
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.
48
HSP GFE Method B
(Attachment B)
Complete
Sections B-1; and
B-2 only for each
HUB Protégé
subcontracting
opportunity.
49
HSP GFE Method B
(Attachment B)
List the
HUB Protégé(s)
50
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:
•
Section 1;
•
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.
51
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.
52
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.
53
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)
54
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;
•
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.
55
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.
56
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.
57
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
58
HSP GFE Method B
(Attachment B)
Written
Notification
Requirements
List 3 HUBs
Contacted
for this
Subcontracting
Opportunity
59
HSP GFE Method B
(Attachment B)
Written
Notification
To Trade
Organizations
60
HSP GFE Method B
(Attachment B)
List Trade
Organizations
Notified with
Dates
Sent/Accepted.
61
HSP GFE Method B
(Attachment B)
Provide written
justification why
a HUB was not
selected for this
Subcontracting
Opportunity
62
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 Slides Section ;
Section 3 – Self Performing Justification
63
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.
64
HUB Subcontracting Opportunity
Notification Form
65
Sample for
Respondent’s
Use.
66
V. HSP Prime Contractor Progress
Assessment Report
67
HSP Prime
Contractor
Progress
Assessment
Report
• Required with
ALL Pay Requests
• List ALL Sub
payments
(HUBs & Non-HUBs)
• Required even if
not subcontracting
68
Texas Health and Human Services Commission (HHSC)
Procurement and Contracting Services (PCS)
Questions Submittal
Followed by Break
69
Customer Relationship Management RFP
Non-Binding responses to Vendor Questions
Responses given at the Vendor Conference
are non-binding verbal responses to vendor
questions. Binding responses will be posted
on the HHSC Contract Opportunity website by
or around March 13, 2015.
70
Texas Health and Human Services Commission
Closing Comments
71