2. Proposal Submission Requirements

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  • 1. Integrated Eligibility and Enrollment Services RFP #529-04-334 July 22, 2004 2. Proposal Submission Requirements Note to All Vendors: Failure to follow the instructions below may result in rejection of a proposal. 2.1. Request for Proposals (“RFP”) HHSC is soliciting proposals for a contract for Integrated Eligibility and Enrollment (“IEE”) Services. All information, reports, diagrams, data or other written documents contained in the Procurement Library, regardless of form, are incorporated into this RFP and shall be deemed to be part of the RFP terms unless expressly excluded by HHSC. Vendors must propose to provide the services outlined in the Transition section (Section 5), Overview and Description of Services section (Section 6), Turnover section (Section 7) and Key Performance Requirements Summary, Standards, Measures and Liquidated Damages (Section 9) of this RFP. The RFP is comprised of three specific component service areas for which the Vendor may propose solutions: • Integrated Eligibility • TIERS Maintenance • Enrollment Broker Vendors may choose to propose a solution for one, two, or all three of the RFP components. Vendors bidding on the Integrated Eligibility component must include a minimum of two Call Centers located in the State of Texas. One contract will be awarded for management of Call Center operations, regardless of the number of Page -2-1
  • 2. Integrated Eligibility and Enrollment Services RFP #529-04-334 July 22, 2004 Call Centers the Vendor proposes. All operations proposed must be located in the State of Texas. 2.2. Changes, Modifications and Cancellation of RFP HHSC reserves the right to make changes in this RFP by issuance of written/electronic addenda or amendments. Modifications may result from conditions included in any required approvals by State or Federal agencies following the issuance of this RFP. Any addenda or amendments, whether made as a result of a potential Vendor’s written/electronic questions or otherwise, will be posted on the HHSC website. 2.3. RFP Response Content Vendors responding to this RFP must fully and completely address all goods, services, and requirements as described by this RFP. Incomplete or partial responses will not be considered. Each proposal submitted in response to this RFP must be organized and arranged to correspond with the numbered sections of this RFP. Failure to arrange the proposal as requested may result in disqualification. All pages of the response must be numbered. 2.4. Contact Person The sole point of contact for inquiries and additional information concerning this RFP is: Carol Kelly Assistant Procurement Manager Page -2-2
  • 3. Integrated Eligibility and Enrollment Services RFP #529-04-334 July 22, 2004 Texas Health and Human Services Commission 4900 N. Lamar Austin, Texas 78751 Phone: (800) 648-4916 Fax: (512) 424-4400 The physical address for overnight, commercial and hand deliveries is: Texas Health and Human Services Commission 4900 N. Lamar Austin, Texas 78751 Phone: (800) 648-4916 Fax: (512) 424-4400 All communications relating to this RFP must be directed to the HHSC contact person named above. All other communications between a Vendor and HHSC staff concerning this RFP are prohibited. In no instance is a Vendor to discuss cost information contained in an offer with HHSC staff prior to proposal evaluation. Failure to comply with this requirement may disqualify a Vendor’s proposal. Page -2-3
  • 4. Integrated Eligibility and Enrollment Services RFP #529-04-334 July 22, 2004 2.5. RFP Timeline Key dates for this RFP are listed in the table below: Release Request for July 22, 2004 Proposal Vendor Conference – August 5, 2004 Business Requirements, Technical Demonstration and Requirements Review Vendor Questions Received August 13, 2004 HHSC Responses to August 31, 2004 Questions Posted Vendor Submission of September 30, 2004 Proposals Business Decision TBD Announced 2.6. Prohibition against Unauthorized Contact 2.6.1. Proposal Process HHSC is committed to a proposal process that maintains the highest level of integrity. Accordingly, Vendors, as well as their agents, liaisons, advocates, lobbyists, “legislative consultants,” representatives, or others promoting their position, are limited to those communications authorized by and described in this RFP. Any attempt to influence any of the participants, whether that Page -2-4
  • 5. Integrated Eligibility and Enrollment Services RFP #529-04-334 July 22, 2004 attempt is oral or written, formal or informal, direct or indirect, outside of the RFP process is strictly prohibited. 2.6.2. Consequences for Improper Contact Should allegations of improper contact be made prior to any contract award, the Commission will review and may investigate those allegations. HHSC may, at its sole discretion, disqualify a Vendor. 2.7. Questions 2.7.1. Submission of Questions All questions concerning this RFP must be in writing and received by 5:00 p.m. Central Time on August 13, 2004 via hand delivery, facsimile, or overnight mail to the attention of the HHSC contact person named in Section 2.4 of this RFP. Questions received after the established deadline may be reviewed by the Commission but will not be responded to. Any addenda or amendments to the RFP, whether made as a result of a potential Vendor’s written questions or otherwise, will be posted on the HHSC website. 2.7.2. Electronic Submission of Questions In addition to the written submission, an electronic copy of each set of questions must be submitted by email by the same deadline established for submission of written questions. If there is a discrepancy between the electronic version and the written version of a document, the written version will take precedence. Questions shall be sent electronically to the following HHSC web page link: http://www.hhsc.state.tx.us/Consolidation/Contracting/52904334/qu estions.asp. Page -2-5
  • 6. Integrated Eligibility and Enrollment Services RFP #529-04-334 July 22, 2004 2.7.3. Obligation to Report Errors, Ambiguity and Conflict A Vendor must inquire in writing as to any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in this RFP prior to submitting a proposal. If a Vendor fails to notify the issuing office of any error, ambiguity, conflict, discrepancy, exclusionary specification, or omission, the Vendor shall submit a proposal at its own risk; and, if awarded the contract, the Successful Vendor(s) shall have waived any claim that the RFP and contract were ambiguous and shall not contest HHSC’s interpretation. If no error or ambiguity is reported, the Successful Vendor(s) shall not be entitled to additional compensation, relief, or time by reason of the error or its later correction. For any error or ambiguity that is reported, the Successful Vendor(s) must obtain clarification and shall not be entitled to additional compensation, relief, or time by reason of the error or its later correction. 2.7.4. Inappropriate Submission of Questions Responses to questions submitted in other than written and electronic form and answers to questions submitted to any Commission personnel other than the HHSC contact person named in Section 2.4 of this RFP will not be binding upon the Commission. 2.7.5. Responses to Vendor Questions Written and electronic questions will be answered and posted on the HHSC website no later than August 31, 2004. The answers will then be binding on both Vendors and the Commission. The only answers that will be binding will be those furnished through the HHSC contact person named in Section 2.4 of this RFP Page -2-6
  • 7. Integrated Eligibility and Enrollment Services RFP #529-04-334 July 22, 2004 2.8. Pre-Proposal Conference Prospective Vendors should plan to attend the Pre-Proposal Conference. The pre-proposal conference on the business requirements and the technical requirements will be held on August 5, 2004. See the Schedule of Events on the HHSC website for the location and time. At this conference, information regarding the RFP, including but not limited to the HUB Subcontracting Plan and minority participation, will be discussed. Attendance at the conference is strongly recommended, but is not required. 2.9. Notice of Intent to Propose There is no Notice of Intent to Propose required. 2.10. Multiple Responses Only one proposal (including any joint proposal) shall be submitted by each Vendor. If a Vendor submits more than one proposal, all proposals from that Vendor may be rejected. 2.11. Joint Proposals: Primary Contractor Required Vendors may tender joint proposals. Two or more entities may join together and submit a joint proposal in response to this RFP. If a joint proposal is submitted, it must completely define the responsibilities that each entity is proposing to undertake. An authorized officer or agent of each entity must sign the proposal. Also, the proposal must designate a Primary Vendor who is responsible for the delivery of all goods, services and requirements Page -2-7
  • 8. Integrated Eligibility and Enrollment Services RFP #529-04-334 July 22, 2004 promised in the proposal, and a single authorized official from the Primary Vendor to serve as the sole point of contact between HHSC and the proposing entities. The Primary Vendor must have authority to bind all of the proposing entities to the terms of the contract, and must have authority to enter into amendments to the contract that will be binding upon all of the proposing entities. Any contract resulting from a joint proposal must be signed by an authorized officer or agent of each entity. Each entity included in the submission of a joint proposal shall be jointly and severally liable during the term of any contract. 2.12. Agreement to Accept and Abide by the RFP and RFP Process A vendor that submits a proposal in response to this RFP agrees, on its own behalf and on behalf of any parent or subordinate organization and all proposed subcontractors, to the following: • That it accepts without reservation or limitation as lawful and binding the proposal submission requirements and rules and the procurement procedures, processes, and specifications identified in this RFP, including any RFP addenda and all appendices to this RFP. • That it accepts without reservation or limitation as lawful and binding the State’s use of the evaluation methodology and evaluation process as described in this RFP. • That it accepts without reservation or limitation as lawful and binding the State's sole, unrestricted right to reject any or all proposals submitted in response to this RFP. Page -2-8
  • 9. Integrated Eligibility and Enrollment Services RFP #529-04-334 July 22, 2004 • That it accepts without reservation or limitation as lawful and binding the substantive, professional, legal, procedural, and technical propriety of the scope of work in the RFP. 2.13. Deadline for Submission of Proposals The deadline for receipt of completed proposals is 5:00 p.m. Central Time on September 30, 2004. Proposals received after this deadline will not be considered. Proposals may be hand-delivered to the HHSC contact person named in Section 2.4 of this RFP by 5:00 p.m. Central Time on September 30, 2004 to the address given in Section 2.4 of this RFP. No partial proposals will be accepted. 2.14. Instructions for Submitting Proposals 2.14.1. Submission Requirements Each Vendor must submit one (1) original and twenty (20) complete copies of the text portion of its proposal and one (1) original and 10 copies of its cost proposal. The original must contain a BLUE ink signature. In addition to the printed proposal, the Vendor must also submit two (2) Standard CD ROM discs compatible with Microsoft Office 2000, with one disk containing a copy of the text portion of its proposal and the other disk containing a copy of the cost proposal. If there is any disparity between the contents of the printed proposal and the contents of the proposal contained in electronic format, the contents of the printed proposal shall take precedence. The proposal shall be submitted to: Carol Kelly Assistant Procurement Manager Page -2-9
  • 10. Integrated Eligibility and Enrollment Services RFP #529-04-334 July 22, 2004 Texas Health and Human Services Commission 4900 N. Lamar Austin, Texas 78751 Phone: (800) 648-4916 Fax: (512) 424-4400 2.14.2. Guidelines All Proposals Must Be: Clearly legible; Sequentially page-numbered; Organized following the sequence outlined in Section 2.14.4 below; Bound in a notebook or cover (cost proposal separate from text portion); Responsive to all questions and requirements and include the requirement reference number from the RFP when responding to each requirement; mere recitation of state and vendor requirements will not be considered as an adequate response. Typed, double-spaced on 8 ½” x 11” paper; In either of the fonts Arial or Times New Roman, Size 12; and Submitted on two (2) Standard CD ROM discs in a format compatible with Microsoft Office 2000. CD ROM discs will not be returned. Page -2-10
  • 11. Integrated Eligibility and Enrollment Services RFP #529-04-334 July 22, 2004 2.14.3. Materials and Pamphlets The Vendor must not attach unrequested materials/pamphlets. 2.14.4. Sequence All proposals must be submitted in the sequence outlined below. Failure to follow the proper sequence may result in a reduction to the score or the proposal being considered non-responsive. a. Table of Contents A Table of Contents must be included in the proposal with respective page numbers for each section of the proposal. b. Transmittal Letter (see Section 2.15) c. Executive Summary (see Section 2.16) d. Corporate Background and Experience (see Section 2.17) e. Part 4. HUB Subcontracting Plan f. Part 5. Transition g. Part 6. IEE Overview and Description of Proposed Services h. Part 7. Turnover i. Part 8. Cost Proposal (to be submitted separately as outlined in 2.18) j. Part 9. Key Performance Requirements Summary, Standards, Measures, and Liquidated Damages k. Part 10. Required Forms and Attachments (All forms and attachments must be completed and signed by the appropriate persons). Page -2-11
  • 12. Integrated Eligibility and Enrollment Services RFP #529-04-334 July 22, 2004 2.14.5. Cross Reference The Vendor must not address any of the requirements from one section in another section of their proposal. All proposals must correspond to and numerically reference the appropriate section. The proposal must contain a chart of cross-reference identifying where in the proposal the State may locate the Vendor's response to RFP Sections 1 through 8. For RFP Section 1 through 3, the required response is "acknowledged." Additionally, for RFP Sections 4 through 8, the required response is the section and complete sub-section number of where in the proposal the State may locate the Vendor's response. Inclusion of the specific page number will be helpful, but is not mandatory. A commitment made to comply with a specific section of the RFP must not be amended in a later section of the RFP response. Failure to comply with these requirements may result in disqualification of a proposal. Conciseness and clarity of content must be emphasized. 2.14.6. Response Format In responding, the Vendor shall provide all information that the Vendor believes would be helpful to HHSC in establishing its ability to perform the requirements. In its response, the Vendor must clearly explain how it will fulfill all needs and requirements contained in the specific section to which it is responding. Mere recitation of state and vendor requirements will not be considered as an adequate response. Reponses which only regurgitate, acknowledge, or reiterate the requirements of the RFP will be considered non-responsive. Page -2-12
  • 13. Integrated Eligibility and Enrollment Services RFP #529-04-334 July 22, 2004 2.15. Transmittal Letter A Transmittal Letter, printed on official company letterhead stationery, must be included in the proposal and signed in ink by an official of the Vendor who is authorized to legally bind the Vendor to the provisions of the proposal. Proposals submitted without a Transmittal Letter will be considered non-responsive. The Transmittal Letter must include: A statement that all RFP terms and conditions, including HHSC’s Uniform Contract Terms and Conditions, are accepted unless specifically noted by the Vendor. A Vendor may note any additional provisions that it wishes HHSC to consider. Note: In determining best value under this procurement, HHSC will consider the degree to which the Vendor accepts, without exception, reservation, or limitation, the terms and conditions of the RFP. A statement that the Vendor’s proposal remains valid for 180 days from the deadline for submission of proposals. A statement that all prices proposed have been arrived at independently, without, for the purpose of restricting competition, any consultation, communication, and/or agreement with any other vendor or competitor relating to: • The Vendor’s Cost Proposal(s), • The intention to submit a proposal, or • The methods or factors used to calculate the prices proposed. A statement that no attempt has been made or will be made by the Vendor to induce any other company or individual to Page -2-13
  • 14. Integrated Eligibility and Enrollment Services RFP #529-04-334 July 22, 2004 submit or not submit a proposal for the purpose of restricting competition. Disclosure of all pending, resolved or completed litigation, mediation, arbitration, or other alternate dispute resolution procedure involving the Vendor (including subcontractors, subsidiaries, or affiliates) within the past 24 months. A disclosure statement all affiliations or ownership relationships (at least 5%). A disclosure statement of any other personal or business interest that may present an actual, potential or apparent conflict of interest with the performance of the contract. Explain how the vendor can assure the State that these relationships will not create a conflict of interest with this contract. A disclosure statement detailing any past employment of its employees or its subcontractors’ employees by HHSC or another Texas State agency, as required by Section 1.11.3 of this RFP. A statement acknowledging all addenda or amendments to this RFP, if any. 2.16. Executive Summary Each Vendor must provide an Executive Summary of the proposal (excluding cost information) asserting that they can provide all of the requirements of this RFP. If the Vendor is providing services beyond those specifically requested, those services must be identified. If the Vendor is offering services that do not meet the specific requirements of this RFP, but in the opinion of the Vendor Page -2-14
  • 15. Integrated Eligibility and Enrollment Services RFP #529-04-334 July 22, 2004 are equivalent or superior to those specifically requested, any such differences must be noted in the Executive Summary. Each Vendor must realize, however, that failure to provide the services specifically required may result in disqualification. The Executive Summary must not exceed five pages and must represent a full and concise summary of the contents of the proposal. 2.17. Corporate Background and Experience This section details the Vendor’s corporate background and experience. If the Vendor proposes to use subcontractor(s), it must describe any existing ongoing relationships with such subcontractor(s), including project descriptions. The section should include the following information. 1. Contact Information. Vendor’s full organization, company or corporate name; Headquarter address; Type of ownership (e.g. partnership, corporation); If Vendor is a subsidiary or affiliate, the name of parent organization; State where the Vendor is incorporated or otherwise organized to do business; Federal taxpayer identification; Name and title of person who will sign the contract; and Name and title of person responsible for responding to questions regarding the proposal, with telephone number, facsimile number and email address. Page -2-15
  • 16. Integrated Eligibility and Enrollment Services RFP #529-04-334 July 22, 2004 2. Corporate Background and Experience. Describe the Vendor’s corporate background as it relates to projects similar in scope and complexity to the project described in this RFP. If the proposal includes the use of subcontractors, include a similar description of the subcontractor’s corporate background. Include a description and at least three (3) references from projects performed within the last five (5) years that demonstrate the respondent’s ability to perform the required RFP services. Include contract dates and customer points of contact, address, telephone number and e-mail, if available, from whom HHSC can obtain confirmation of respondent’s performance. The Vendor must explain whether work was performed as a prime contractor or subcontractor. If the work was performed as a subcontractor, the Vendor must describe the scope of subcontracting activities. 3. Resumes Identify and describe the Vendor’s proposed labor skill set and provide resumes of all proposed key personnel (as defined by the Vendor). Resumes must demonstrate experience germane to the position proposed. Resumes should include work on projects cited under the Vendor’s corporate experience, and the specific functions performed on such projects. Each resume should include at least three (3) references from recent projects. References may not be Vendor’s employees. Page -2-16
  • 17. Integrated Eligibility and Enrollment Services RFP #529-04-334 July 22, 2004 4. Financial Capacity and Bonding Financial Statements Evidence of adequate financial stability must be supplied. If the vendor is a subsidiary, affiliate, or creation of one or more entities, and the proposing entity presents or relies upon the experience, financial stability, or other qualifications of the parent or other entity(ies), the vendor must also include the most recent detailed financial report of the parent or other entity(ies) and a statement that the parent or other entity(ies) will unconditionally guarantee performance by the vendor in each and every term, covenant, and condition of any contract as executed by the parties. The vendor must submit a current financial statement plus two years of audited financial reports, including the United States Securities and Exchange Commission, Form 10K, Annual Report Pursuant to Section 13 or 15(d) of the Securities Exchange Act of 1934, if applicable. If any change of ownership of the company is anticipated during the 12 months following the proposal due date, the vendor must describe the circumstances of such change and indicate when the change is likely to occur. Evidence of Financial Solvency The Vendor must provide a certified public accountant’s statement of tangible net worth statements during the term of the Contract between September 1 and September 30 of each State Fiscal Year. Included in the statement must be a Page -2-17
  • 18. Integrated Eligibility and Enrollment Services RFP #529-04-334 July 22, 2004 description of any uncertainties and the potential impact of such uncertainties on tangible net worth. Tangible net worth is defined as net worth less intangible assets. Net worth can include a parent company’s assets if these assets have been pledged under the conditions below if a subsidiary is the Vendor. Fidelity Bond The Vendor will obtain and maintain a fidelity bond to insure against criminal conduct or fraud by Vendor employees. The fidelity bond required by this section must: • Be issued by a surety or other entity duly licensed and authorized to conduct business in the State of Texas and rated “A” or better by a rating agency acceptable to HHSC. • Be in an amount not less than $10,000,000.00. • Indemnify HHSC and the State against any financial loss caused by the wrongful, fraudulent, or criminal conduct of the Vendor’s employees, officers, or directors. • Be tendered to HHSC within ten business days of Contract award. Any applicable renewals of the fidelity bond must be tendered to HHSC within ten business days of issuance. 2.18. Vendor’s Cost Proposal 2.18.1. Costing Submission Each Vendor must state it’s pricing for all services rendered during the course of this project, including any and all costs involved that are to be paid or reimbursed by HHSC. The pricing for the required services is to be presented only in the format set forth in Part 8 of Page -2-18
  • 19. Integrated Eligibility and Enrollment Services RFP #529-04-334 July 22, 2004 this RFP. Pricing information, written and CD ROM form, must be submitted in a separate, sealed envelope, which shall be clearly marked as containing pricing information, and must be attached to the original proposal. Such pricing shall include all costs associated with providing the required services. No reimbursement is available to the Vendor beyond the amount agreed to be paid for the services provided. Costs agreed to in the resulting contract shall be firm and remain constant through the life of the contract. 2.18.2. Confidentiality of Costing The Vendor shall not disclose its cost proposal or other cost information in the body of the written proposal. Including cost information in the written proposal may be cause for proposal disqualification. 2.19. Additional Information By submitting a proposal, the Vendor grants HHSC the right to obtain any information from any lawful source regarding: (i) the past business history, practices, conduct and ability of a Vendor to supply goods, services and requirements; and (ii) the past business history, practices, conduct and ability of any director, officer or key employee of a Vendor. By submitting a proposal, the Vendor generally releases from liability and waives all claims against any party providing information about the Vendor at the request of HHSC. Such information may be taken into consideration in evaluating proposals. Page -2-19
  • 20. Integrated Eligibility and Enrollment Services RFP #529-04-334 July 22, 2004 2.20. Withdrawal and/or Modification of Proposals 2.20.1. Withdrawal of Proposal Proposals may be withdrawn from consideration at any time prior to September 30, 2004. A written request for withdrawal must be made to HHSC at the address listed in Section 2.4 of this RFP. 2.20.2. Modification of Proposal A Vendor has the right to amend its proposal at any time and to any degree by written amendment to the HHSC contact person named in Section 2.4 prior to 5:00 p.m. Central Time on September 30, 2004. HHSC reserves the right to propose an amendment to any part of the proposal during the negotiations phase pursuant to 1 Texas Administrative Code §391.151(b)(4). 2.21. Proposal Evaluation and Contract Award 2.21.1. Evaluation Committee HHSC intends to conduct a fair, comprehensive and impartial evaluation of all proposals received in response to this RFP using an Evaluation Committee. The Evaluation Committee will be selected by the Executive Commissioner and may consist of HHSC employees or outside individuals with expertise in particular areas. HHSC’s Legal Counsel, other in-house legal counsel, and outside legal counsel may assist by advising the Evaluation Committee. 2.21.2. Review of Proposals Each member of the Evaluation Committee and the Executive Commissioner will conduct an independent review of each proposal submitted. It is recognized that individual members of the Page -2-20
  • 21. Integrated Eligibility and Enrollment Services RFP #529-04-334 July 22, 2004 Evaluation Committee may have more expertise in certain areas than others, and that their review may focus on particular areas of the proposals. 2.21.3. Requests for Clarification The Evaluation Committee may request clarification of information or representations in a proposal before completing the initial evaluation. Requests for clarification and responses to requests for clarification will be in writing and will become part of the evaluation record. Clarification responses must be submitted within 24 hours of receipt of the request or as otherwise specified by HHSC. 2.21.4. Proposal Evaluation The evaluation of proposals will be conducted in accordance with 1 Texas Administrative Code § 391.31. 2.21.5. Information Contained The proposal must set forth full, accurate, and complete information as required by this solicitation. 2.21.6. Best Value Evaluation Criteria This RFP is issued pursuant to the authority granted to HHSC under Sections 531.039 and 2155.144, Texas Government Code. The RFP also complies with the requirements of 45 C.F.R. Part 95, Subpart F, relating to the acquisition of automated data processing equipment or services with Federal financial participation. In accordance with Sections 2157.003 and 2155.144, Texas Government Code, HHSC will use the following factors as applicable to the specific scope of work in determining best value for this procurement, in the following order of priority: Page -2-21
  • 22. Integrated Eligibility and Enrollment Services RFP #529-04-334 July 22, 2004 a. The extent to which the goods or services meet the agency’s mission objectives and needs; b. Indicators of probable Vendor performance under the contract such as past performance, the quality and reliability of the Vendor’s goods and services, the Vendor’s financial resources and ability to perform, the Vendor’s experience and responsibility, and the Vendor’s ability to provide reliable maintenance agreements; c. The acquisition price; d. The delivery terms; e. The total cost, long term and short term, to the agency of acquiring the Vendor’s goods or services; f. The commitment to performance indicated by proposed performance measures, remedies for failure to achieve those measures, inducements associated with those measures, and other indicators of the Vendor’s willingness to stand behind its product during the course of a contract; g. The capacity for expanding and upgrading to more advanced levels of technology as required by HHSC; h. The estimated impact on state and local taxes (including state franchise taxes) and the estimated economic benefit of the contracted services to the State of Texas; i. The impact on the ability of the agency to comply with laws and rules relating to historically underutilized businesses or relating to the procurement of goods and services from persons with disabilities; and j. The effect of the acquisition on agency productivity. Page -2-22
  • 23. Integrated Eligibility and Enrollment Services RFP #529-04-334 July 22, 2004 k. Qualitative reliability factors; l. The level of training required to bring persons using the system to a stated level of proficiency; m. The compliance with applicable Department of Information Resources statewide standards validated by criteria adopted by the department by rule; n. The compliance with applicable federal standards and regulations; and o. The technical support requirements for the maintenance of data across a network platform and the management of the network's hardware and software. 2.21.7. Catalog Information Systems Vendor (CISV) Requirement The prime vendor(s) selected as a result of this RFP for the Integrated Eligibility and/or the TIERS Maintenance portions of this RFP must be a Catalog Information Systems Vendor (CISV) before contract execution. If a vendor is not a certified CISV when it submits its proposal, it must indicate the steps it has taken to achieve certification. Information regarding the CISV program may be obtained through the Texas Building and Procurement Commission and by accessing the following website link: http://tbpc.state.tx.us/stpurch/cisv.html. This CISV requirement is not applicable to the Enrollment Broker portion of the RFP. Page -2-23
  • 24. Integrated Eligibility and Enrollment Services RFP #529-04-334 July 22, 2004 2.22. Screening Process 2.22.1. Proposal Screening HHSC will screen all proposals that are received by the deadline according to the process described in this section. HHSC will not consider non-responsive offers. Failure to meet all screening requirements in the solicitation may result in elimination of the proposal from further consideration. 2.22.2. Communication HHSC may reject the proposal of any Vendor who communicates with HHSC staff other than the HHSC contact person named in Section 2.4 regarding this RFP after July 22, 2004. 2.22.3. Non-Responsive A proposal will be considered non-responsive and will not be given further consideration when any of the following conditions occur: The proposal is received after 5:00 p.m. Central Time on September 30, 2004; The Vendor fails to submit one (1) original and twenty (20) complete copies of the text portion of its proposal and one (1) original and 10 copies of its cost proposal; The proposal does not contain all of the items listed in Section 2.14.4 of this RFP, and all completed forms that are required; The Vendor fails to agree to all assurances and requirements or fails to sign the required certifications provided in this RFP; The Vendor fails to meet all of the specifications of this RFP; The proposal is not typewritten and clearly legible; or Page -2-24
  • 25. Integrated Eligibility and Enrollment Services RFP #529-04-334 July 22, 2004 The proposal fails to include a HUB subcontracting plan. The requirements of this Section 2.22.3 are subject to the discretion that HHSC may exercise under Section 2.22.4. 2.22.4. Exceptions Failure to meet all screening requirements in the RFP may result in the proposal being eliminated from further consideration. However, if the requirement that is not met is considered a minor irregularity or inconsequential variation, an exception may be made by HHSC and the offer considered responsive. HHSC may make such an exception only if the variation has negligible or no significance to price, quality, quantity, or delivery of services and does not affect the competitiveness of other offers. 2.23. Oral Presentations 2.23.1. Requests for Oral Presentations Vendors may be required to make oral presentations to the Evaluation Committee and the Executive Commissioner. The decision to request one or more Vendors to make oral presentations will be at the sole discretion of HHSC. Vendors must be available and prepared to make such a presentation, if requested. 2.23.2. Format for Oral Presentation Each Vendor invited to make an oral presentation will be allowed up to two hours for the presentation, and an additional half-hour will be provided for questions from HHSC. Vendors may be required, as part of their presentation, to respond to specific questions developed by the Evaluation Committee during proposal evaluation. Page -2-25
  • 26. Integrated Eligibility and Enrollment Services RFP #529-04-334 July 22, 2004 These questions will be asked for clarification purposes, and responses will be included in oral presentation scoring. A schedule will be provided to Vendors making an oral presentation giving the exact time of each stage of presentation. 2.23.3. Content of Oral Presentation The order of participation in oral presentations will be determined at random. The oral presentation must substantially represent material included in the original written proposal, with emphasis placed on innovative approaches. The oral presentation must not introduce new concepts or campaigns that were not included in the written proposal. 2.23.4. Participants and Videotaping of Oral Presentations Members of the Evaluation Committee, the Executive Commissioner, HHSC legal counsel, and other HHSC staff or contractors may be present during the oral presentations. Oral presentations will be held either at HHSC Headquarters in Austin or at the Vendor’s site. At HHSC’s discretion, oral presentations may be videotaped by HHSC. 2.23.5. On-Site Visits Following oral presentations, HHSC, in its sole discretion, may request an on-site visit with one or more Vendors. The Evaluation Committee may travel to the site of one or more Vendors that were invited to make an oral presentation. The purpose of the site visits, if conducted, will be to verify the in-house services represented by the Vendor. Page -2-26
  • 27. Integrated Eligibility and Enrollment Services RFP #529-04-334 July 22, 2004 2.24. Validation of Proposals 2.24.1. Validation of Proposal Content As part of the evaluation process, HHSC staff may choose to validate any aspect of the proposal. Validation may consist of on- site visits, review of records, and/or confirmation of the information with the Vendor and/or third parties. All Vendors must be available by telephone during regular business hours from October 1, 2004 through November 30, 2004, so that any necessary validations can be arranged. Validation of Vendor information may also take place after November 30, 2004. If a Vendor’s response to any of the criteria cannot be validated, HHSC may determine that the proposal is non-responsive or may adjust the score given to the proposal. The results of the validation, evaluation, and scoring will determine which proposals meet the competitive range for contract discussions. 2.25. Contract Discussions 2.25.1. Pre-Award Communications In accordance with 1 Texas Administrative Code (“TAC”) §391.151, HHSC may, but is not required to, conduct discussions with one or more Vendors to, among other purposes, obtain clarification of a proposal, request modification of a proposal, or obtain a best and final offer. (The field of competition consists of the proposals that receive the highest or most satisfactory ratings. HHSC may, in the interest of administrative efficiency, place reasonable limits on the number of proposals admitted to the field of competition.) A Vendor that is admitted to the field of competition (as described in §391.151) may be considered for discussions. HHSC will regard all Page -2-27
  • 28. Integrated Eligibility and Enrollment Services RFP #529-04-334 July 22, 2004 representations made by a Vendor, oral or written, to be inducements to contract and may incorporate any or all such representations into any contract resulting from this RFP. HHSC may make an award prior to the completion of discussions with all Vendors admitted to the field of competition if HHSC reasonably determines that the award represents best value. HHSC may, but is not required to, permit Vendors admitted to the field of competition to prepare best and final offers. For this reason, Vendors are encouraged to submit original proposals as best and final offers. 2.26. Notification of Award Notice of the tentative award of a contract under this RFP will be posted on the HHSC website. 2.27. Rights of HHSC 2.27.1. Rights of HHSC Issuance of this RFP does not constitute a commitment by HHSC to award a contract or to pay costs incurred by any Vendor in preparation of a response to this RFP. The Commission has sole discretion and reserves the right to reject any and all offers received in response to this RFP and to cancel, amend, prolong, or terminate this RFP at any time. 2.27.2. Funding HHSC will determine the level of funding for the proposal(s) selected. Page -2-28
  • 29. Integrated Eligibility and Enrollment Services RFP #529-04-334 July 22, 2004 HHSC reserves the right to not fund any proposals, if HHSC determines that no suitable proposal was submitted. Additionally, HHSC reserves the right to re-procure these goods and services, if HHSC deems it necessary or appropriate to do so. 2.28. Debriefing Unsuccessful Vendors may request a written debriefing of their proposal. The request for a debriefing must be received in writing by the HHSC contact person named in Section 2.4 of this RFP by 30 days after notification of tentative award. The content or strengths and/or weaknesses of other proposals will not be discussed with a Vendor. 2.29. Protest Procedures Any protests regarding this procurement shall be governed by Texas Administrative Code, Chapter 392. Page -2-29