Kyle L. Janek, M.D., Executive Commissioner
VENDOR CONFERENCE
Public Awareness, Education and
Communication Services
Request for Proposal No. E529-15-0004
May 27, 2014 , 11:30 p.m.
Welcome
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Introductions
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Elizabeth Ward, Procurement and Contracting Services
(PCS)
____?______, Enterprise Program Representative -title
_____?_____, Legal Title
______?____, HUB Administrator (PCS)
Housekeeping Items
HHSC Procurement Roles
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PCS - Responsible for procurement activity
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Program - Responsible for project scope,
requirements, performance, results, contract
management/monitoring
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HUB - Responsible for monitoring HUB
activity
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Legal – Questions/answers regarding legal
issues
Vendor Conference Overview
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Procurement Activities
RFP Overview
HUB Overview
Question Submittal
Break
Preliminary Responses to Questions
Closing
PCS Procurement Overview
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Sole Point of Contact
Questions & Answers
Procurement Schedule
Solicitation Access- HHSC Business
Opportunities website:
http://www.hhsc.state.tx.us/about_hhsc/BusOpp/contracts.asp
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Submission Requirements
Solicitation Amendments
Screening & Evaluation
Award Information
Procurement Schedule
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RFP Release Date
May 12, 2014
Vendor Conference
May 27, 2014
Vendor Questions Due (COB)
May 29, 2014
Response to Questions Posted (est.) June 4, 2014
Proposals Due (2:00 PM Central Time) June 19, 2014
Tentative Award Posting (est.)
July 15, 2014
Anticipated Contract Start Date
Sept. 1, 2014
Request for Proposal Number E529-15-0004
RFP Overview
 Mission and Background
 Overview
 Objectives
 Contract Terms
 Scope of Work
 Performance Measures
Mission and Background
The role of the Texas Health and Human
Services agencies is to promote and protect
the health of all Texans. Integral to this role
is effective marketing of health-related
programs. HHSC recognizes the critical
importance that research plays in effectively
marketing its health and human servicesrelated programs.
Mission and Background
It is the intent of the State of Texas to solicit
proposals from qualified marketing research
and evaluation firms to assist HHS agencies
in effectively conducting marketing research
and evaluation for its programs in accordance
with all requirements stated herein and any
subsequent project requirements and
purchase orders.
Mission and Background
The requirements for each project will vary,
based upon the type of learning required to
meet program goals. By way of illustration,
however, the nature of the research is likely to
include a range of formative research for
marketing campaigns (e.g., audience research,
concept/message testing) as well as
evaluation research that measures the
effectiveness of such campaigns (e.g., preand post-test survey research).
Public Awareness, Education and
Communication Services Overview

Proposals that are deemed responsive will be
evaluated on a Best Value basis as outlined in this
RFP. Upon final evaluation scoring, HHSC may
reject any or all Respondents, or enter into final
negotiations with one or more Respondents for
award. The resultant contract may be a multivendor award. If the award results in a multivendor contract, the method of accessing the
contract between the Awarded Contractors will be
fully explained at the mandatory in-service training
meeting.
Public Awareness, Education and
Communication Services Overview
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An Awarded Contractor may be asked to provide to
any HHS agency various publicity, outreach, or
promotional campaigns.
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A task order is an opportunity for Awarded
Contractor to submit a proposal in response to a
task order request for a specific campaign. A task
order may include but is not limited to budget,
strategies, presentations and other items as may be
related.
Public Awareness, Education and
Communication Services Overview

Individual task orders may include any or all
of the services listed in the RFP or other
services or tasks that are not listed. The
services and deliverables that HHS agencies
will seek are undetermined at the time of
release of this RFP and will vary according
to the specifications of the statement of
work for each campaign.
Public Awareness, Education and
Communication Services Overview
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Vendors selected through this RFP process will
make up the pool of vendors that are eligible to
submit proposals for services supporting
individual HHS agency public awareness
campaigns during the term of the blanket
contract. These vendors will have the opportunity
to submit proposals for orders for individual HHS
agency campaigns, but are not guaranteed any
specific level of work.
Public Awareness, Education and
Communication Services Overview
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Vendors selected through this RFP process will
make up the pool of vendors that are eligible to
submit proposals for services supporting
individual HHS agency public awareness
campaigns during the term of the blanket
contract.
HUB Subcontracting Plan
(HSP) Requirements
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
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
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
HUB Participation Requirements
HUB Subcontracting Plan (HSP)
Development and Submission
If HSP is
inadequate,
response will be
rejected
HUB GOALS
Special
reminders and
instructions
HSP
Information
Page
HUB Participation
Requirements
HSP Quick Checklist
HUB Participation
Requirements
HSP Methods
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.
HSP
Information
Page
Respondent and
Requisition
Information
Company Name
and Requisition #
Subcontracting
Intentions:
Complete Section
2-a; Yes, I will be
subcontracting
portions of the
contract.
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.
Section 4;
Affirmation
Signature
Affirms that
Information
Provided is
True and
Correct.
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.
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.
HSP
Information
Page
Respondent and
Requisition
Information
Company Name
and Requisition #
Subcontracting
Intentions:
Complete Section
2-a; Yes, I will be
subcontracting
portions of the
contract.
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.
Section 4;
Affirmation
Signature
Affirms that
Information
Provided is
True and
Correct.
HSP GFE Method B
(Attachment B)
Complete
Sections B-1; and
B-2 only for each
HUB Protégé
subcontracting
opportunity.
HSP GFE Method B
(Attachment B)
List the
HUB Protégé(s)
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.
HSP
Information
Page
Respondent and
Requisition
Information
Company Name
and Requisition #
Subcontracting
Intentions:
Complete Section
2-a; Yes, I will be
subcontracting
portions of the
contract.
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.
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.
Section 4;
Affirmation
Signature
Affirms that
Information
Provided is
True and
Correct.
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.
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/
HSP
Information
Page
Respondent and
Requisition
Information
Company Name
and Requisition #
Subcontracting
Intentions:
Complete Section
2-a; Yes, I will be
subcontracting
portions of the
contract.
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.
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.
Section 4;
Affirmation
Signature
Affirms that
Information
Provided is
True and
Correct.
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
HSP GFE Method B
(Attachment B)
Written
Notification
Requirements
List 3 HUBs
Contacted
for this
Subcontracting
Opportunity
HSP GFE Method B
(Attachment B)
Written
Notification To
Trade
Organizations
HSP GFE Method B
(Attachment B)
List Trade
Organizations
Notified with
Dates
Sent/Accepted.
HSP GFE Method B
(Attachment B)
Provide written
justification why
HUB was not
selected for this
Subcontracting
Opportunity
Reminders: Notice
to subcontractors
and HHSC.
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
HSP
Information
Page
Respondent and
Requisition
Information
Company Name
and Requisition #
Subcontracting
Intentions:
Complete Section
2-a; No, I will not
be subcontracting
any portion of the
contract.
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.
Section 4;
Affirmation
Signature
Affirms that
Information
Provided is
True and
Correct.
HSP ASSISTANCE FROM CPA
HUB Subcontracting Plan (HSP) Forms
How to Complete an HSP:
Step-by-step instructions and an audio on “How to Complete an HSP ” is
located on the Texas Comptroller of Public Account’s (CPA’s) website at:
(TO BE UPDATED)
HUB Participation Requirements
HUB Subcontracting Opportunity
Notification Form
Sample for
Respondent’s
Use.
HUB Participation Requirements
HSP Prime Contractor Progress
Assessment Report
HSP Prime
Contractor
Progress
Assessment
Report
• Required with
ALL Pay Requests
HUB Subcontracting Plan (HSP)
Prime Contractor Progress Assessment Report
This form must be completed and submitted to the contracting agency each month to document compliance with your HSP.
Contract/Requisition Number:
Date of Award:
Object Code:
(mm/dd/yyyy)
(Agency Use Only)
Contracting Agency/University Name:
Contractor (Company) Name:
State of Texas VID #:
Point of Contact:
Phone #:
Reporting Period:
- Jan.
- Feb.
- Mar.
- Apr.
- May
- Jun.
- Jul.
- Aug.
- Sept.
- Oct.
- Nov.
- Dec.
(Check only one Month)
Total Contract Amount Paid this Reporting Period to Contractor:
$
Report HUB and Non-HUB subcontractor information
• List ALL Sub
payments
(HUBs & Non-HUBs)
Subcontractor’s Name
Subcontractor’s VID or
HUB Certificate Number
• Required even if
not subcontracting
TOTALS:
Signature:
Total Contract $
Amount from HSP
with Subcontractor
Total $ Amount
Paid This Period
to Subcontractor
Total Contract
$ Amount Paid
to Date to
Subcontractor
$
$
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Title:
Date:
HSP-PAR Rev. 9/05
Object Code
(agency use only)
HUB Program Office
_____________, HUB Administrator
(512) 206-____
_______________@hhsc.state.tx.us
HHSC General Counsel
Name of Attorney
Title of Attorney (& agency)
TOPICS COVERED
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Collusion
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Conflict of Interest
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Former Agency Employees
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Permissible Contact with HHSC
Definition of Collusion
(This is not exhaustive but merely representative)
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Collusion occurs when two persons or representatives of an
entity or organization make an agreement to deceive or
mislead another.
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Such agreements are usually secretive, and involve fraud or
gaining an unfair advantage over a third party, competitors,
consumers or others with whom they are negotiating.
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The collusion, therefore, makes the bargaining process
inherently unfair.
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Collusion can involve price or wage fixing, kickbacks, or
misrepresenting the independence of the relationship
between the colluding parties.
Conflict of Interest

A vendor must certify that it does not have personal or
business interests that present a conflict of interest with
respect to the RFP and resulting contract (see the Required
Certifications form). Additionally, if applicable, the vendor
must disclose all potential conflicts of interest.
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The vendor must describe the measures it will take to
ensure that there will be no actual conflict of interest and
that its fairness, independence and objectivity will be
maintained (see the Vendor Information and Disclosures
form) over the course of the contract. HHSC will
determine to what extent, if any, a potential conflict of
interest can be mitigated and managed during the term of
the contract. Failure to identify potential conflicts of
interest may result in HHSC’s disqualification of a proposal
or termination of the contract.
Former Employees of a State Agency
Vendors must comply with Texas and federal laws
and regulations relating to the hiring of former state
employees (see e.g., Texas Government Code
§572.054 and 45 C.F.R. §74.43). Such “revolving
door” provisions generally restrict former agency
heads from communicating with or appearing before
the agency on certain matters for two years after
leaving the agency. The revolving door provisions
also restrict some former employees from
representing clients on matters that the employee
participated in during state service or matters that
were in the employees’ official responsibility.
Permissible Contact
The sole point of contact for inquiries concerning
this RFP is Elizabeth Ward.
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.
Texas Health and Human Services Commission
Question Submittal
Followed by Break
Responses to
Vendor Questions

HHSC may provide non-binding verbal answers to vendor questions.
Verbal responses are non-binding, however, the binding, written
addendum will be posted on the HHSC web site.

Additional questions must be submitted in writing to the HHSC Sole Point
of Contact (see RFP Section 1.2) by the date noted in the procurement
schedule (see RFP Section 1.3).

HHSC Responses are tentatively scheduled to post by the date noted in
the procurement schedule (see RFP Section 1.3). Access- HHSC Business
Opportunities website:
http://www.hhsc.state.tx.us/about_hhsc/BusOpp/contracts.asp
Texas Health and Human Services Commission
Closing Comments