Kyle L. Janek, M.D., Executive Commissioner
VENDOR CONFERENCE
Consulting Services Regarding DADS
Rider 39 and DSHS Rider 83
Request for Proposal No. 529-14-0066
January 15, 2014
1
Welcome

Introductions







Mike Labinski, HHSC Procurement and Contracting
Services (PCS)
Robert Hall, PCS
Eugenia Andrew, Department of Aging and Disability
Services (DADS)
Mike Maples, Department of State Health Services
(DSHS)
Lachelle Greif, HHSC Facility Support Services &
Oversight
Meghan W. Frkuska, HHSC Legal
Housekeeping Items
2
HHSC Procurement Roles

PCS- Responsible for procurement activity

HUB Program- Responsible for compliance
with HUB Subcontracting Plan

Programs (DADS and DSHS)- Responsible for
project scope, requirements,
performance, results, contract
management/monitoring

Legal- Questions/answers and legal activity
3
Vendor Conference Overview







Procurement Activities
HUB Subcontracting Plan
RFP Overview
Questions
Break
Preliminary Responses to Questions
Closing
4
Procurement Activities




Sole Point of Contact – Section 1.2
Procurement Schedule – Section 1.3
Solicitation Changes – Section 1.10
Solicitation Access
http://www.hhsc.state.tx.us/about_hhsc/BusOpp/BO_opportunities.asp



Submission Requirements – Sections 3.14,
3.15, & 4
Proposal Screening and Evaluation – Section
5.1 & 5.2
Award Information
5
Procurement Schedule








RFP Release Date
Vendor Conference
Respondent Questions Due
Post Response to Questions (est.)
Proposals Due (3:00 PM Central Time)
Deadline for Proposal Withdrawal
Tentative Award Posting (est.)
Anticipated Contract Start Date
January 6, 2014
January 15, 2014
January 16, 2014
January 22, 2014
February 7, 2014
February 7, 2014
March 14, 2014
April 1, 2014
6
Historically Underutilized Business
(HUB) Requirements
Robert L. Hall
Director, Enterprise Operations for
Client Services Procurements / HHS
HUB Coordinator, PCS
7
HUB Topics
I. RFP Section 4.0 Historically Underutilized
Business Participation Requirements
II. HUB Subcontracting Plan Development
and Submission
III. HSP Quick Checklist – Handout
IV. HSP Methods – Section 4.6.3-4.6.6
V. HSP Prime Contractor Progress
Assessment Report – Section 4.8
8
I. Historically Underutilized
Business Participation
Requirements
9
I. RFP Section 4.0 Historically
Underutilized Business
Participation Requirements
•
HUB Participation Goals – Section 4.3
•
Potential Subcontracting Opportunities – Section
4.5
•
Centralized Master Bidders List and HUB Directory –
Section 4.5
•
Vendor Intends to Subcontract – Section 4.6
10
I. RFP Section 4.0 Historically
Underutilized Business Participation
Requirements (cont.)
•
Minority or Women Trade Organizations – Section
4.6.6
•
Self Performance – Section 4.6.7
•
HSP Changes After Contract Award – Section 4.8
•
Reporting and Compliance with the HSP – Section
4.8
11
II. HUB Subcontracting Plan (HSP)
Development and Submission
12
If HSP is
inadequate,
response will be
rejected
HUB GOALS
Special
reminders and
instructions
HSP
Information
Page
13
III. HSP Quick Checklist
** See Checklist Handout**
14
IV. HSP Methods
15
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;
16
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.
17
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
18
HSP
Information
Page
Respondent and
Requisition
Information
19
Company Name
and Requisition #
Subcontracting
Intentions:
If Yes, Complete
Section 2a
If No, Complete
Section 2b
20
Section 4;
Affirmation
Signature
Affirms that
Information
Provided is
True and
Correct.
21
METHOD I
If all (100%) of your subcontracting
opportunities will be performed using only
HUB vendors, complete:
• All of the steps in Slides 19 and 20;
• 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.
22
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
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
24
METHOD II
If any of your subcontracting opportunities
will be performed using HUB protégés,
complete:
• All of the steps in Slides 19 and 20;
• 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.
25
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.
26
HSP GFE Method B
(Attachment B)
Complete
Sections B-1; and
B-2 only for each
HUB Protégé
subcontracting
opportunity.
27
HSP GFE Method B
(Attachment B)
List the
HUB Protégé(s)
28
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 Slides 19 and 20;
•
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.
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 HUBs
and Non-HUBs.
Complete Section
2-c; No to using only
HUBs to perform all
Subcontracting
Opportunities in 2-b.
30
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.
31
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)
32
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 Slides 19 and 20;
•
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.
33
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.
34
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.
35
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
36
HSP GFE Method B
(Attachment B)
Written
Notification
Requirements
List 3 HUBs
Contacted
for this
Subcontracting
Opportunity
37
HSP GFE Method B
(Attachment B)
Written
Notification
To Trade
Organizations
38
HSP GFE Method B
(Attachment B)
List Trade
Organizations
Notified with
Dates
Sent/Accepted.
39
HSP GFE Method B
(Attachment B)
Provide written
justification why
a HUB was not
selected for this
Subcontracting
Opportunity
40
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 19 and 20;
Section 3 – Self Performing Justification
41
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.
42
HUB Subcontracting Opportunity
Notification Form
43
Sample for
Respondent’s
Use.
44
V. HSP Prime Contractor Progress
Assessment Report
45
HSP Prime
Contractor
Progress
Assessment
Report
• Required with
ALL Pay Requests
• List ALL Sub
payments
(HUBs & Non-HUBs)
• Required even if
not subcontracting
46
RFP Overview


Mission Objectives
Project Overview

Project Objectives

Project Scope

Resources Available To The Consultant

Available CAFM Data

Additional Stated Requirements

Evaluation Criteria
47
Mission Objectives
HHSC’s objective for this procurement is to obtain assistance from a
consultant with expertise to submit to HHSC a final report including
recommendations that will:
• Assess existing State Supported Living Centers (SSLCs) and state
psychiatric hospitals (State Hospitals) infrastructure and services as
well as anticipated future needs.
• Define the issues and concerns related to individuals residing in and/or
receiving care in SSLCs and state hospitals.
• Reflect appropriate stakeholder input obtained by the Consultant so
that well informed recommendations and models may be provided to
DADS and DSHS respectively.
• Assess the current and anticipated future needs of the SSLC system and
state psychiatric hospital system in regards to operational and
infrastructure needs, timely access to patient care in the least restrictive
settings as clinically appropriate, opportunities for individuals to
receive care closer to their homes, and efficient use of state resources.
48
Project Overview
The 2014-15 state budget enacted by the 83rd Texas Legislature,
Regular Session, 2013, included riders requiring DADS (Rider 39)
and DSHS (Rider 83) to respectively develop a ten-year plan for the
provision of services to persons residing in SSLCs and a ten-year
plan for the provision of psychiatric inpatient hospitalization
through the state psychiatric hospital system. Both DADS and
DSHS were directed to coordinate in the development and
implementation of the plans in order to ensure consideration of
cross agency issues impacting both SSLCs and state hospitals.
Rider 83 authorizes DSHS to contract for necessary technical
expertise to assist in the development of the state psychiatric
hospital system plan.
49
Project Objectives

Obtain a Consultant to conduct a study of the SSLCs and State
Hospitals in support of the requirements stated in DADS Rider
39 and DSHS Rider 83. The Consultant shall: (a) thoroughly
assess the current SSLC and State Hospital systems; (b) conduct
research; (c) analyze results of assessments and research; and (d)
develop all recommendations necessary for DADS and DSHS to
fulfill the requirements of the riders.

At all times, the Consultant must comply with any applicable
state or federal regulations. Based on this study, the Consultant
shall produce a report that includes the findings of the study and
recommendations for the long-term provision of services in the
SSLC and State Hospital systems. The information and
recommendations provided in the report will be used by DADS
and DSHS to produce the ten-year plans as required by the
respective riders.
50
Project Scope – DADS Rider 39
All requirements in the RFP Section 2 et al and especially Section 2.3,
Requirements Regarding the Study and Recommendations Concerning the
State Supported Living Center System, apply.
Rider 39: Assess operational and infrastructure needs along with the
associated costs of the state supported living centers to ensure:
• Current and future capacity and demand needs for individuals requiring
services
• Individuals are served in the most integrated setting appropriate to their
needs
• Opportunities for individuals to receive services close to their
geographic preference
• Effective and efficient use of state resources
• Monitoring and oversight of the quality of services
• Effective transition of individuals into community settings
• Compliance with state and federal regulations
51
Project Scope – DADS Rider 39
Background: At a minimum, the study should address the
following:
• Management and structure of the SSLCs,
• Demographic characteristics and census of individuals residing
in SSLCs,
• Deferred maintenance and bond indebtedness,
• Analysis of maintaining existing facilities versus building new
facilities reflective of modern facility design,
• Resourceful use of real estate holdings,
• Cost and benefit of owning and operating facilities versus
purchasing care from the marketplace,
• Adequacy of the workforce including clinical and support staff
and training requirements.
52
Project Scope – DADS Rider 39
Operational Needs:
• Review of the current population demographic composition and
census served by the SSLCs
• Review of current staffing and training requirements and concerns
including the availability of medical and support staff in all regions of
Texas
• Current delivery of care and outcomes provided to individuals residing
in SSLCs
• Current monitoring and oversight of the quality of services provided to
individuals residing in SSLCs
• Assessment of the current availability of community living options and
capacity for services within the SSLC system
• Analysis of the current economic impact of SSLC system on local
communities
• Current state funded SSLC capacity for individuals requiring services
• The associated costs for each of these areas as applicable
• Anticipated changes in each of these areas over the next ten years.
53
Project Scope – DADS Rider 39
Infrastructure:
• 12 campuses throughout the state
• Conduct a minimum of three on-site visits:
o An urban center
o A rural center
o The forensic center in Mexia
• Evaluate current and future building and infrastructure
uses
• Evaluate current and future land uses
• Evaluate costs, benefits and efficiencies of existing
facilities versus replacements
• Evaluate costs and benefits of consolidating functions
54
Project Scope – DADS Rider 39
Research: Conduct research to support analysis and
recommendations
• National trends
• Best practices
• Resident/guardian surveys and/or interviews
• Stakeholder input from public, providers, and advocates
55
Project Scope – DADS Rider 39
Recommendations:
• Include interim steps required to achieve recommendation
• Opportunities for innovative models such as private/public
partnerships, shared facilities or joint operations with other
governmental entities or private sector entities
• Funding implications of the recommendations over the next ten
years
• Economic implications for the communities in which the
current SSLCs operate and how they are addressed
• Address the specific needs of the SSLC population including
alleged offender residents, children, and the medically complex
• Staffing requirements and associated costs
• Address regional needs for long-term services
56
Project Scope – DSHS Rider 83
All requirements in the RFP Section 2 et al and especially Section
2.4, Requirements Regarding the Study and Recommendations
Concerning the State Psychiatric Hospital System , apply.
Rider 83: Assess in-patient psychiatric system, including
operational and infrastructure needs and associated costs, to
ensure:
• Current and future capacity across various regions of the state
• Timely access to care
• Services provided in the least restrictive setting as clinically
appropriate
• Utilization of best practices in the provision of inpatient
psychiatric care
• Opportunities for patients to receive care closer to home
• Effective and efficient use of state resources
• Seek public input during development of plan
57
Project Scope – DSHS Rider 83
Scope of Consultant Services:
• Inform planning and decision-making in the development of
the 10 year plan
• Assess the delivery of inpatient psychiatric care and the impact
of alternatives to inpatient care
• Assess the operational and infrastructure needs of the state
hospital system including analysis of maintaining existing
facilities versus building new facilities reflective of modern
facility design
• Assess costs/benefits of owning and operating hospitals versus
purchasing care in the marketplace
• Develop a recommended management structure for the state
hospital system and recommended changes to the system to
meet future capacity needs and standards of care in a cost
efficient and effective manner
58
Project Scope – DSHS Rider 83
Challenges for the State Hospital System
• Aging physical infrastructure with deferred maintenance and
bond indebtedness
• Provision of services close to the person’s home
• Adequacy of community services that may prevent inpatient
hospitalization
• Increased number of persons on forensic commitments
• Increased acuity of persons served in the state hospital system
• Physical infrastructure that facilitates best practices in inpatient
care
• Recruitment and retention of a trained and competent
workforce
• Management system that promotes innovation and best
practices
• Financing system that ensures effective services and the
efficient use of state resources
59
Resources Available to the Consultant
As listed in the RFP, Section 2.5 Resources are available to the
Consultant, available resources include:
• "State Land Reports" from the Texas General Land
Office
• "Transform State Residential Services for Persons with
Intellectual and Developmental Disabilities" from the
Legislative Budget Board Report, 2011
• "State Mental Health Facilities Quarterly Performance
Indicators" from DSHS
• Rider 55 “Study of Feasibility of Facility Closures and
Consolidations-Fiscal Year 2005-Report
Also, data from the HHSC - Facility Support Services
Computer Aided Facility Management (CAFM) System
60
Available CAFM Data
Buildings
• Number
• Name
• Classification/Use (Sleeping, Administration, etc.)
• Year constructed
• Gross constructed square feet by floor
• Occupancy status
• Description
• Building systems, such as electrical, HVAC, doors, windows,
roof, conveying, etc.
Site Systems
• Number
• Name (Electrical Distribution, Water Distribution, Steam
Distribution, Streets, Playgrounds, etc.)
• Description
61
Available CAFM Data
Facility
• Acreage
Building Maintenance – corrective and preventive
• Work orders that track labor, materials, and vendor costs and dates
• Categorized by building or site system, room number, building
system, activity code, and maintenance shop
Deferred Maintenance
• Deficiencies – large ticket issues that cannot be repaired due to lack of
resources
• Deficiency priorities – 1=Critical, 2=Almost Critical, 3=Soon to Be
Critical
• Cost to correct deficiencies – used to develop Capital Construction
biennium requests for the Legislative Appropriations Request (LAR)
62
Available CAFM Data
Strategic Planning
• Current Replacement Value (CRV) – cost to build new building
of like size and kind
• Facility Condition Index (FCI) – Industry-standard value to
represent relative condition of buildings – calculated by
dividing the CRV by the cost of deficiencies priority 1, 2, & 3.
CAD Drawings
• Facility (campus) site plans – schematic representation of
infrastructure including buildings, roads, sidewalks, utility
lines, etc.
• Building plans – schematic representation by floor that depict
rooms, hallways, elevators, and their dimensions
63
Additional Stated Requirements
Section 2.8.7, Background Checks
Consultant shall obtain a criminal background check, including fingerprinting, on
any employees, including Subcontractors and subcontractor employees, who
perform any site visit at either a SSLC or at a state psychiatric hospital, or who may
have contact with any stakeholders, patients, residents, or their family members.
The Consultant shall also perform checks against the Nurse Aide Registry and the
Employee Misconduct Registry maintained on the DADS website. Criminal
background checks shall be performed at the Consultant’s expense and are for the
United States of America.
Consultant shall not utilize an employee, subcontractor or subcontractor's
employee to perform a site visit or have any contact with stakeholders, patients,
residents, or their family members for this study if the Consultant determines, as a
result of a criminal background check, that the person has been convicted of an
offense listed in Section 250.006 of the Texas Health and Safety Code that bars
employment or if the Consultant makes a reasonable determination that a
conviction may pose a risk to any stakeholders, patients, residents, or their family
members, or if the employee or subcontractor or subcontractor's employee is listed
in the Nurse Aide Registry or the Employee Misconduct Registry maintained on
DADS website.
64
RFP Evaluation Criteria
HHSC will evaluate proposals based on demonstrated competence,
knowledge and qualifications, and on the reasonableness of the proposed
fee for the services. To evaluate these criteria, HHSC will consider the
following factors:
1.
Past performance on similar projects and qualifications of key project
personnel, including without limitation a demonstrated understanding
as stated in the criteria listed in Section 5.1, item 1.
2.
Reasonableness of the proposed cost.
3.
The ability to meet the deadline for delivering the final report
65
Permissible Contact
The sole point of contact for inquiries concerning
this RFP is Mike Labinski.
As a reminder, all communications relating to this
RFP must be directed to the sole HHSC contact
person for this procurement. Otherwise failure to
comply with these requirements may result in
proposal disqualification.
66
Texas Health and Human Services Commission
Questions Submittal
Followed by Break
67
Vendor Question/Response

Verbal answers to vendor questions will be
provided to the extent practicable.

Responses are not binding until the final
written addendum is posted on the HHSC
website. HHSC estimates the addendum
will post by January 22, 2014.
68
Texas Health and Human Services Commission
Closing Comments
69