Business Process Redesign
RFP No. 529-15-0050
Vendor Questions with HHSC Responses
Page
No.
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Section
1
5
1.6.2
Vendor Question
Is the Vendor involved in the “Team
Blueprint” BPR and Pilot activities eligible
to bid on the current RFP?
HHSC Responses
HHSC will evaluate and make the award in
accordance with Section 2155.004 of the
Texas Government Code.
2
5
1.6.2
Is this Vendor permitted to submit a
proposal in response to this RFP?
HHSC will evaluate and make the award in
accordance with Section 2155.004 of the
Texas Government Code.
3
5
1.6.2
Neos Consulting Group, Accenture, Change
and Innovation Agency. HHSC will evaluate
and make the award in accordance with
Section 2155.004 of the Texas Government
Code.
4
5
1.6.2
On Page 5, Section 1.6.2 Project
Overview, the RFP states: "HHSC
procured a Vendor to assist in the
development of the team and to provide
guidance on the principles of change
management, process analysis and
implementation strategies." Please name
the vendor (and any subcontractors) who
completed this work. Will these vendor(s)
be eligible to bid on this contract?
Reference: Section 1.6.2, Project
Overview, Pages 5-6. What is the name
and address of the Vendor who worked
with HHSC on Team Blueprint?
5
5
1.6.2
Neos Consulting Group
6
5
1.6.2
Section 1.6.2: Who is the Vendor that the
HHSC procured for the initial phase of the
project?
Who is the contractor under contract for
the BPR pilot and is this vendor
supporting implementation in all 35
offices?
7
5
1.6.2
Is the contractor and any of their
subcontractors who are currently working
on the BPR pilot project for HHSC allowed
to submit a proposal for this RFP and if so
would their proposal be evaluated and
considered for award?
HHSC will evaluate and make the award in
accordance with Section 2155.004 of the
Texas Government Code.
1
Neos Consulting Group, 504 Lavaca Street,
Suite 1005, Austin, TX 78701; acting
through subcontractors, Change and
Innovation Agency, 8908 North Glenwood
Ave., Kansas City, MO 64157 and
Accenture, 1501 south Mopac Expressway
#300, Austin, TX 78746.
Neos Consulting Group; yes.
Business Process Redesign
RFP No. 529-15-0050
Vendor Questions with HHSC Responses
Page
No.
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Section
8
6
1.7.1
9
6
1.7.1
10
6
1.6.2
11
6
1.6.2
12
9
2.1
Vendor Question
Page 6 of the RFP, Section 1.7.1 Contract
Type and Term states "This contract will
be limited to office locations with at least
fifteen (15) or more staff." This seems to
conflict with page 10 of the RFP, section
2.2 Project Scope, which states
"respondents should submit cost
proposals based on an office being
defined as having twenty-five (25) or
more staff." Please clarify whether the
scope of this work includes offices with
15+ or 25+ staff.
Page 6, Section 1.7.1; Page 10, Section
2.2: Page 6 states that offices with 15 or
fewer staff will not be considered as part
of this contract. Page 10 states that an
office should be defined as 25 or more
staff. What about the offices with 16-24
staff? How many offices are anticipated
to be part of this contract?
HHSC Responses
Offices with 15-24 staff will need to be
grouped with other offices to achieve a
minimum of 25. Offices of 25 or greater are
included in this scope of work.
The State estimated that all 35 Pilot
Offices would be transitioned to the new
BPR processes by mid-February 2015. An
attachment shows the Pilot schedule
finishing up March 2015. What is the
current status of the Pilot
implementations and what is the
expected completion date?
Will all thirty five of the pilot offices be
transitioned by mid-February 2015? If not
what is the status of the transition?
HHSC is on schedule with the BPR pilot
rollout plan included in the procurement
library.
Page 9, Section 2.1: What is an example
of a schedule in written form? Is this a
schedule with a narrative?
HHSC requires the project schedule to be
written. The formatting and structure is up
to vendor discretion.
2
Offices with 15-24 staff will need to be
grouped with other offices to achieve a
minimum of 25. Offices of 25 or greater are
included in this scope of work.
HHSC is on schedule with the BPR pilot
rollout plan included in the procurement
library.
Business Process Redesign
RFP No. 529-15-0050
Vendor Questions with HHSC Responses
Page
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Section
13 9
2.2
Vendor Question
Page 9, Section 2.2: The RFP notes: “HHSC
recognizes changes to established BPR
principles or methods may be required
during the contract period. As such, the
Vendor must develop processes to
identify and implement needed changes
to established BPR principles or methods
during the contract period. The
implementation of these changes must
include offices that have already been
transitioned into the new business
processes and those that will be
transitioned during the contract period.”
Would this be considered/addressed as
part of a change order? For example,
what’s the plan to cover costs if a change
needs to be implemented after 200
offices have already been transitioned?
Page 9, 2.2. The RFP notes completing a
post-implementation review for each
office. Later in the RFP it asks for PIRs for
a sample of offices. Which is correct?
HHSC Responses
Vendor should consider these requirements
to be part of the scope of the original
contract and should develop and submit
pricing with their proposal accordingly.
HHSC will consider during the term of the
agreement whether and to what extent a
change order would be needed.
14
9
2.2
15
9
2.2
Can you provide any details about your
workforce management tool selection?
Details for the tool are provided within the
RFP document library
16
9
2.2
Page 9, Section 2.2 Project Scope states
that "HHSC is in the process of designing
and developing a workforce management
tool." Can HHSC please elaborate on this
tool? Is it an existing COTS product?
Details for the tool are provided within the
RFP document library; no.
17
9
2.2
Section 2.2: The RFP says that the Vendor
is expected to utilize the HHSC workforce
management tool. Can HHSC provide
more detail on the current workforce
management tool? Is this tool a
customized COTS product or is it custombuilt? Is it based on any existing
products?
Details for the tool are provided within the
RFP document library; custom built; no.
3
Both are correct; please refer to BPR024-D
and BPR 025.
Business Process Redesign
RFP No. 529-15-0050
Vendor Questions with HHSC Responses
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Section
18 9
2.2
Vendor Question
The State is in the process of designing
and developing a workforce management
tool. What is the current status? Is the
tool expected to be completed by the
contract start date?
HHSC Responses
Details for the tool are provided within the
RFP document library; HHSC plans to begin
piloting the tool on 02/17/15; yes.
19
10
2.2
HHSC’s goal is to complete the transition
of all eligibility offices to the new BPR
process by August 31, 2016. How many
eligible offices are slotted for the new
BPR processes (25 persons or more? –
(177-35=142) Estimate 142? Where are
they located?
Offices with 15-24 staff will need to be
grouped with other offices to achieve a
minimum of 25. Offices of 25 or greater are
included in this scope of work. Locations of
offices are included in the RFP document
library.
20
10
2.2
Page 10, Section 2.2 Project Scope states
that "HHSC has a network of
approximately 277 eligibility offices...As
over 100 of these offices have less than
14 staff assigned to them...respondents
should submit cost proposals based on an
office being defined as having twenty-five
(25) or more staff. HHSC seeks to achieve
cost savings by grouping locations with
very few staff together and implementing
the redesigned process in these grouped
locations simultaneously." For purposes
of the cost proposal, please
indicate:"grouped" office locations?
Offices with 15-24 staff will need to be
grouped with other offices to achieve a
minimum of 25. Offices of 25 or greater are
included in this scope of work.
A. Correct.
b. Yes.
A. This contract will be limited to office
locations with at least fifteen (15) or
more staff.
21
10
2.2
b. Should the Customer Care Centers also
be considered "eligibility offices" in
determining the number of sites that
require training and implementation
services (i.e. do these qualify as
"events")?
Page 10, Section 2.2: For those smaller
offices that are grouped, does the State
expect an assessment for each of the
small offices, or simply a combined
assessment for the larger groupings?
4
A Combined assessment is fine; however a
combined assessment for the larger
grouping must include information
identifying individual office aspects.
Business Process Redesign
RFP No. 529-15-0050
Vendor Questions with HHSC Responses
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Section
22 10
2.2
23
10
2.2
24
10
2.2
Vendor Question
Section 1.7.1 states “This contract will be
limited to office locations with at least
fifteen (15) or more staff.” Section 2.2
states, “As over 100 of these offices have
less than 14 staff assigned to them, for
the purposes of this RFP, respondents
should submit cost proposals based on an
office being defined as having twenty-five
(25) or more staff.” Should vendors
assume that their scope of work will
involve offices of 15 staff or more or of
those with 25 staff or more?
Page 10, 2.2. Page 6 states that offices
with 15 or fewer staff will not be
considered as part of this contract. Page
10 states that an office should be defined
as 25 or more staff. What about offices
with 16-24 staff? How many offices will
be a part of this contract?
HHSC Responses
Offices with 15-24 staff will need to be
grouped with other offices to achieve a
minimum of 25. Offices of 25 or greater are
included in this scope of work.
The RFP states that “this contract is
limited to office locations with at least
fifteen (15) or more staff.” (p. 6) It further
states that HHSC has a network of
approximately 277 eligibility offices/8700
staff with over 100 of these with less than
fourteen (14) staff, so for the purposes of
this RFP, respondents should submit cost
proposals based on an office being
defined as having twenty-five (25) or
more staff, with the expectation that
smaller locations should be grouped
together. (p. 10) The Attachment
showing the Remaining Offices for BPR
implementation lists approximately 490
additional sites of different sizes. Finally,
The Scope of Work for Phase II states “all”
and “all agreed upon” HHSC offices will
transition to BPR. (p. 15)
Can the State please clarify the
expectations given the different numbers
and differences for the purpose of the
HHSC BPR implementation and payment?
Offices with 15-24 staff will need to be
grouped with other offices to achieve a
minimum of 25. Offices of 25 or greater are
included in this scope of work.
5
Offices with 15-24 staff will need to be
grouped with other offices to achieve a
minimum of 25. Offices of 25 or greater are
included in this scope of work.
Business Process Redesign
RFP No. 529-15-0050
Vendor Questions with HHSC Responses
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Section
25 10
2.2.1
Vendor Question
Section 2.2.1, Vendor Qualifications,
HHSC specifies that the Vendor must have
five plus years’ experience with Business
Process Management (BPM). However,
this is the only reference to BPM in the
solicitation, whereas BPR is referenced
throughout. We recognize what BPM is,
but can HHSC please clarify whether they
meant to say BPR in this specific passage,
rather than BPM?
HHSC Responses
Yes; this should read Business Process
Redesign. Health and Human Services
Commission (HHSC), Procurement and
Contracting Services (PCS) will post an
addendum to reflect this change in Section
2.2.1.
HHSC does not require vendor to develop
any hardware or software under the
contract. HHSC expects that it will supply
some software and/or hardware that the
vendor may use in performing under the
contract. HHSC also expects that the vendor
may create or provide additional hardware
and/or software for use in performing
under the contract. In such cases the
vendor may be required to transfer
ownership and possession of all hardware
and software, including software licenses,
funded through the contract.
Yes.
26
10
2.2
Section 2.2: The RFP states that the
Vendor will be required to transfer
ownership and possession of all hardware
and software funded through the
contract. What hardware and software
will be expected for use or development?
27
10
2.2
Page 10, 2.2 and Page 22, 3.7. Does the
transfer of ownership of materials from
the vendor to the State include
copyrighted materials and proprietary
software?
28
11
2.2.1
On page 11, it states that “The Vendor
must have demonstrable success in
developing and implementing BPR in no
fewer than ten (10) human services
agencies.” Does experience with less than
10 human services agencies preclude the
potential consultant from winning the
award of the contract?
6
Health and Human Services Commission
(HHSC), Procurement and Contracting
Services (PCS) will post an addendum to
reflect the following change by inserting
the following language at the end of
Section 2.2.1. "In exceptional cases HHSC
may consider relaxing a specific vendor
minimum qualification requirement if the
vendor can clearly demonstrate by virtue of
the entirety of its knowledge, skills,
experience, and other qualifications that it
is fully qualified to perform the services in
accordance with the RFP requirements."
Business Process Redesign
RFP No. 529-15-0050
Vendor Questions with HHSC Responses
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Section
29 12
2.2.3
30
12
2.2.5
31
13
2.2.5
Vendor Question
Page 12, Section 2.2.3 Deliverables
Reporting Requirements, states that
"Deliverables must be provided on the
dates specified." Are these the dates
outlined in Attachment A and in RFP
section 2.2.5 Scope of Work? If yes, do
these dates represent the date the draft
or the final, approved deliverable is due
to HHSC?
Pages 12-14, Section 2.2.5: Phase 1
Implementation Planning, Transition Plan,
speaks to having HHSC transition all
components and knowledge of
established BPR procedures to the
Vendor. However, it then adds an
Implementation requirement for the
Vendor to provide training to HHSC State
Office staff on how to monitor office
performance using real time data.
a. There is also no mention of this
requirement in the Phase 2
Implementation section, only in this
Phase 1 Planning section. How does
HHSC plan to reconcile this requirement
in the Phase 2 Implementation section?
b. Phase 1 Implementation Planning,
Training Plan, speaks to developing a
training plan and training sufficient
Vendor staff who will in turn train HHSC
staff. However, it then adds a
requirement to train new HHSC
supervisors in offices that have already
converted to BPR. Does this include new
supervisors in the first 35 pilots offices?
The Project Initiation phase includes the
expectation of reviewing BPR artifacts.
Will data and lessons learned be available
from any or all of the Pilot Roll-out
offices? Is the State expecting this to be
part of the review?
7
HHSC Responses
Yes; final deliverable.
a. No reconciliation is necessary. During
Phase I HHSC expects vendor to train State
Office staff on their knowledge and
experience of monitoring real time data
b. Yes
Yes; yes.
Business Process Redesign
RFP No. 529-15-0050
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Section
32 13
2.2.5
Vendor Question
Page 13, Section 2.2.5 Scope of Work,
Initiating Activity BPR 008 states "Review
existing implementation and other plans
and assess for needed changes." In
addition, Initiating Activity BPR 010-D
states "The Vendor will certify a clear
understanding of BPR principles and
procedures with identification of any
necessary changes to existing BPR
components."
HHSC Responses
a. HHSC has no specific vision for needed
changes. This is intended to be an
opportunity for the vendor to propose any
changes that the vendor believes are
needed to improve any of the current BPR
components.
B. Yes.
a. What type of needed or necessary
changes to existing BPR components does
HHSC envision? Might these changes be
material in nature?
33
14
2.2.5
34
14
2.2.5
b. If yes, they would presumably affect
the 35 pilot offices that have already
gone through BPR implementation. Will
the Vendor be responsible for rolling out
these changes to the 35 pilot sites?
BPR-013 states the implementation plan
must be implemented 60 days after
contract execution or by the date
specified by HHSC. Given that the plan
can be completed but cannot be
implemented 60 days after contract start,
would the State modify this requirement
to reflect that the plan will be
implemented in accordance with the
dates in the approved implementation
plan?
On page 14, Section 2.2.5, it notes that in
Phase 1 the Vendor must deliver
“required training to office staff on BPR
principles and procedures as offices are
transitioned to BPR, following the
implementation schedule.” On page 16,
Section 2.2.5, it notes that the Vendor will
be responsible for “delivering required
training to local office staff.” Is all training
expected to be conducted during Phase
2? Or is there on-the-ground training of
8
Yes; state may modify the requirement to
allow for an implementation date that is in
accordance with an approved
implementation plan.
No; local office staff training will occur in
Phase I.
Business Process Redesign
RFP No. 529-15-0050
Vendor Questions with HHSC Responses
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Page
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Section
Vendor Question
local staff expected during Phase 1 as
well?
35
15
2.2.5
Page 15, Section 2.2.5 Scope of Work,
Phase 1 - Implementation Planning,
Transition Plan, mentions that transition
activities will include a "review of the
metrics being measured and tracked at
each pilot site and a review of the
standardized tools that have been
developed to support BPR."
HHSC Responses
a. The metrics are used to measure the
performance of each pilot site; yes.
b. Yes; yes.
a. What is the purpose of these metrics?
Are they being used to gauge the
implementation success of the pilot sites?
36
15
2.2.5
37
15
2.2.5
b. Are the metrics being measured and
tracked at each pilot site consistent
across all pilot sites? If yes, is it HHSC's
intent that these same metrics be used by
the Vendor to gauge success of all HHSC
offices being transitioned to BPR in Phase
Two - Implementation of Business
Process Redesign?
Page 14, Section 2.2.4: Please define
“sufficient” number of Vendor staff to be
trained. Does the Vendor get to define
that, or will the State define it?
Page 15, Section 2.2.5: In Phase II
(Implementation of BPR), please define
“sufficient” number of Vendor staff on
site. Does this fluctuate with the number
of staff that work at a particular office, as
well as on the size of the internal HHSC
BPR team that will be present at each
site? Do you want the Vendor using the
internal state staff as part of a blended
team?
9
Vendor's proposal needs to include
sufficient number of vendor staff to
perform the required services under the
contract.
Vendor's proposal needs to include
sufficient number of vendor staff to
perform the required services under the
contract. Internal HHSC staff will be on site
to support transition, however, the number
of HHSC staff on site should not be taken
into consideration in determining the
number of vendor staff needed.
Business Process Redesign
RFP No. 529-15-0050
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Section
38 16
2.2.5
39
16
2.2.5
40
16
2.2.5
Vendor Question
Page 16, 2.2.5. The last paragraph states,
"Vendor is expected to conduct activities
to assess the status of the
implementation in each office
transitioned to BPR and make
recommendations regarding the ongoing
operations in each office until such time
that HHSC leadership determines these
activities can be transitioned to state
staff." Some offices take longer than
others and some only require extra
support because local management will
not follow the recommendations that will
lead them to success. It can become
costly for a vendor to continue supporting
an office in this manner. Is there a time
when the state will either deal with the
local management or amend the contract
because of the level of effort?
Page 16. What is the intention for pretransition assessment activities? Would
this include readiness task lists/calls? Or
will this require a separate and additional
visit to the individual offices?
Page 16, Section 2.2.5 Scope of Work,
Phase Two - Implementation of BPR, Key
Activities, states that "Pre-transition
activities includes an assessment of each
office to determine if the office is
prepared for and ready for transition
based on established criteria." Please
elaborate on this established criteria.
Does it currently exist (i.e. was it
developed as part of the pilot) or will the
Vendor and HHSC be responsible for
drafting acceptable criteria?
10
HHSC Responses
It is expected that the vendor will work with
the local office to ensure they are able to
self-manage the process. As a part of the
implementation plan, vendors should
include a detailed issue and performance
escalation process to inform management
of issues that impede the success of the
location. Management will address those
issues as they are escalated.
The intent of pre-transition activities is
outlined in BPR022 and BPR023-D. These
activities may include readiness task
lists/calls and/or additional onsite visits.
Health and Human Services Commission
(HHSC), Procurement and Contracting
Services (PCS) will post an addendum to
reflect the following change by revising the
language of BPR 023-D in both the RFP as
well as Attachment A and uploaded to
HHSC website.
The vendor will review existing criteria and
submit proposed criteria. HHSC will review
the proposed criteria and once approved
and accepted by HHSC, they will become
the established criteria.
Business Process Redesign
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Section
41 16
2.2.5
Vendor Question
Please clarify the expectations regarding
how long vendor staff supporting the
transition will need to remain on site. So
that all proposing vendors are bidding
and pricing to the same expectations, we
need to understand HHSC’s intended
timeframe for assuming these
responsibilities. Alternatively, HHSC could
clarify the duration that should be
included in the fixed price deliverables,
with the understanding that beyond that
timeframe the vendor would be
compensated in accordance with Cost
Schedule A-3 Summary Sheet 3.
Please clarify the intent, expectations,
differences and timing regarding
deliverables BPR-024D, BPR 026-D and
BPR-027D
Page 17, Section 2.2.5: Here, the RFP
notes completing a post-implementation
review for each office, but later on this
page, the RFP asks for reviews for a
sample of offices. Which is correct? If the
State is seeking a sample size, is the
Vendor able to determine the
appropriate sample size, or will the State
set that requirement? Is there an
estimated percentage of offices that the
State expects to be reviewed postimplementation?
Section 3.14.1: So that we can include our
electronic proposal can be neatly
compiled in its entirety within one file,
may we provide it in PDF instead of
Word?
42
17
2.2.5
43
17
2.2.5
44
23
3.14.1
45
24
3.15.1.2 Section 3.15.1.2: What would be the need
for securing bonding from the Vendor
and what would be the expected
requirements for this?
11
HHSC Responses
Vendor's proposals needs to include the
appropriate timeframe required to support
transition based on their experience
supporting business process redesign for
business operations.
The intent and expectations are outlined in
the RFP. BPR 024-D is part of Phase II. BPR
026-D and 027-D are part of Phase III.
BPR 025 states "The Vendor is expected to
randomly sample an agreed upon number
of offices to be reviewed. Selection criteria
should include but is not limited to
geographic considerations, programs,
number of office staff, and length of time
since transition"
No; all proposals are expected to follow the
format requirements outlined in the RFP.
Additional clarification; Attachment B
associated with Section 3.15.2 (Part 2 - Cost
Proposal) must be submitted using
Microsoft Office 2010 - Excel).
HHSC reserves the right to require the
respondent to procure one or more
performance, fidelity, payment or other
bond if HHSC determines in state's best
interest to do so.
Business Process Redesign
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Section
Vendor Question
46 25
3.15.1.2 Page 25, Section 3.15.1.2 #3: Are audited
financials mandatory at the time of
response submission? Is a letter of
engagement with an auditing firm
sufficient at the time of the proposal
deadline, or do the audited financials
need to be submitted at the proposal
deadline?
47
30
4.6.8
48
n/a
n/a
49
n/a
n/a
Page 30, Section 4.6.8: Please explain the
process for a company that does not
intend to use a subcontractor. What are
the compliance steps to be within the
annual HUB utilization goal? Is preference
given to a bidder who uses HUB
subcontracts versus not using any
subcontractors?
Who will be the primary contact(s) for
each of the offices included in the
transition efforts (e.g. office directors)?
Procurement Library, #9 (BPR sites): Are
there OWP staff included in the
number/count of HHSC staff for TW,
MEPD, or combined sites?
a. How does HHSC intend to rollout OWP
staff? What is the proposed
organizational structure to implement
BPR for this group of employees?
b. Are OWP staff supervised by the same
PM who manages the
TW/MEPD/combined office staff?
c. Is there a plan to regionalize OWP staff
for the purpose of this work?
d. If OWP workers are included in the
scope of this project, what is the State’s
expectation of how OWP staff from the
35 pilot offices should be dealt with? Will
these workers need to be trained in BPR?
12
HHSC Responses
No; a letter of engagement is sufficient at
the time of the proposal deadline.
A company that opts not to use a
subcontractor must justify/ explain how
they plan to self-perform. Do they have the
man power, the resources, the experience
etc? How will they do so?
BPR Implementation Lead or Program
Manager.
Yes; OWP staff is included.
A. OWP staff will be rolled out with the
office/region they are attached to.
B. Yes.
C. No.
D. Yes.
Business Process Redesign
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Section
50 n/a
n/a
Vendor Question
Will the consultant have access to
“Vendor” outcome report for the six
eligible field offices and two vendor
partner operations and the
recommended changes to current
business processes?
HHSC Responses
Yes
51
n/a
n/a
What is the effect of the executive order
requiring board chair signature on
contracts over $1,000,000?
This order will have no effect.
52
n/a
n/a
53
n/a
n/a
A prime has been subcontracting with the
same HUB for over five years. Would this
participation count towards HUB
participation percentage for this RFP and
does the HUB being a protégé affect the
percentage for this RFP?
Is preference given to a bidder who uses
HUB subcontracts versus not using any
subcontractors?
The prime selecting a HUB factors into the
Method that the Prime will select, there are
no HUB points per se, that we evaluate. If
the prime is using a HUB that is in their
Mentor protégé Agreement the prime
would select Method three.
There is no preference given to the Prime
for HUB utilization the usage of the HUB is
beneficial to the Prime and the HUB and is a
part of the statewide initiative. HUB usage
decides what method a Prime will select.
54
n/a
n/a
Given the State’s intent to award a 1-year
contract and to ensure all proposing
vendors are bidding to the same
schedule, please provide the expected
start month for this contract. Please also
confirm whether the Phase Two activities
are expected to be completed by August
2016 and whether Phase Three activities
are also expected to be completed by
August 2016.
Phase II activities are expected to be
completed by August 2016. Phase III
activities are not expected to be completed
by August 2016.
55
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Please provide an HHSC organizational
chart and roles and responsibilities for
key HHSC staff/teams so proposing
vendors understand the extent of HHSC
involvement.
The organizational chart is available on the
HHSC website.
13
Business Process Redesign
RFP No. 529-15-0050
Vendor Questions with HHSC Responses
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60
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Vendor Question
A-1 Schedule 5, A-1-Schedule 7, A-2
Schedule 5, A-2 Schedule 7: Given that
this is a fixed price bid by deliverable or
key milestone/activity, please explain the
rationale for requiring detailed costs and
travel costs for each consultant and
subcontractor staff person. Travel costs
are factored into our overall fixed price
deliverables and milestones. Please
explain how these costs will be
considered in the evaluation. We
respectfully request these cost schedules
be removed, or that alternatively we
provide total hours for each proposed
resource.
In the cost proposal forms workbook
(Attachment B), Appendix A-2 has two
headings: "A-2 Schedule 1: Total Costs by
Key Activities" and "A-2 Schedule 1: FTE's
by Functional Area." Does the state seek a
breakdown of FTEs by month on this
worksheet or cost by month?
In the cost proposal forms workbook
(Attachment B), can the state please
define "service levels" on Tab A-3_3? Is
"service level" synonymous with staffing
role?
In the cost proposal workbook, tabs A1_5 and A-1_7 (and A-2_5 and A-2_7)
request information on Subcontractors
and Consultants, respectively. Can the
state clarify what information should be
included in each of these budget forms do they both refer to subcontractors?
Please clarify how costs will be
considered and evaluated and which
costs will be considered and evaluated.
There is no summary cost schedule that
consolidates costs to be evaluated.
14
HHSC Responses
Key milestone/activities costs should be
used to track to the fixed/variable portion
of the contract. HHSC's intent is to
determine reasonableness of vendor's price
and best value.
The State requests Total Costs by Key
Activities per month; Health and Human
Services Commission (HHSC), Procurement
and Contracting Services (PCS) will post an
addendum to reflect the following change
by correcting the heading (in Attachment B)
and uploaded to HHSC website.
Service level is synonymous with staffing
role.
Both tabs refer to subcontractors; however
tab A-1_7 refers specifically to a
subcategory for consultants. A Consultant
needs to comply with FAR 31.205-33
provisions (providing a consulting
agreement, work product, and invoice).
See section 5.1 of the RFP for evaluation
criteria.
Business Process Redesign
RFP No. 529-15-0050
Vendor Questions with HHSC Responses
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Vendor Question
Please clarify the difference between
pricing for BPR-022 on A-2 Schedule 1 and
the Conversion Event Fixed Minimum Fee
on A-3 Summary Sheet 2.
62
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Will travel and expenses be reimbursable
for travel to the eligibility offices?
63
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64
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A-2 Schedule 1 requires pricing for
deliverables and fixed price events
beyond Year 1. Please clarify what HHSC
expects and what assumptions proposing
vendors should make regarding the fixed
price Phase 2 and Phase 3 deliverables
and the Conversion Event Fixed Minimum
Fee for Years 2 and 3.
A-3 Summary Sheet 2 appears to be
mistitled as A-3 Summary Sheet 3.
65
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Please clarify the intent regarding A-3
Summary Sheet 1 as it pulls information
from A-1 Summary Sheet 2. Also, row 16
of A-3 Summary Sheet 1, Total Transition
Fees, appears to link incorrectly to the
Initial Reporting and Deliverables on row
15, Total Transition Fees of A-1 Summary
Sheet 2.
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Has HHSC previously held any other
Business Process Redesign contracts
67
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Is there a preferred project management
tool?
15
HHSC Responses
BPR-022 is anticipated cost of office
conversion, and is simply one of the
deliverables required by the contract. The
vendor will be paid however, for all
deliverables on a per office event minimum,
with a variable portion to be paid on offices
greater than 25 workers.
No; awardee will be paid on event
minimum fixed fee, and the variable
portion above the event minimum.
It is the state's expectation that the vendor
propose the deployment schedule, with the
understanding that actual payment will
only be made via the fixed and variable
portion of the contract pricing.
Health and Human Services Commission
(HHSC), Procurement and Contracting
Services (PCS) will post an addendum to
reflect the following change by correcting
the title in Attachment B to "A3 Summary
Sheet 2" and uploaded to HHSC website.
Health and Human Services Commission
(HHSC), Procurement and Contracting
Services (PCS) will post an addendum to
reflect the following changes by altering
row 16 which is now row 17 and Initial
Reporting and Deliverables costs have been
integrated with the updated Attachment B;
the purpose of this sheet is to determine
the fixed monthly fee for the 4 months of
transition.
None other than the current contract with
Neos Consulting Group.
No.