Kyle L. Janek , M.D., Executive Commissioner VENDOR CONFERENCE

1. Kyle L. Janek, M.D., Executive Commissioner VENDOR CONFERENCE Consulting Services Regarding DADS Rider 39 and DSHS Rider 83 Request for Proposal No. 529-14-0066 January 15, 2014

2. Welcome • Introductions • Mike Labinski,HHSC Procurement and Contracting Services (PCS) • Robert Hall, PCS • Eugenia Andrew, Department of Aging and Disability Services (DADS) • Mike Maples, Department of State Health Services (DSHS) • Lachelle Greif, HHSC Facility Support Services & Oversight • Meghan W. Frkuska, HHSC Legal • Housekeeping Items

3. HHSC Procurement Roles • PCS- Responsible for procurement activity • HUB Program- Responsible for compliance with HUB Subcontracting Plan • Programs (DADS and DSHS)- Responsible for project scope, requirements, performance, results, contract management/monitoring • Legal- Questions/answers and legal activity

4. Vendor Conference Overview • Procurement Activities • HUB Subcontracting Plan • RFP Overview • Questions • Break • Preliminary Responses to Questions • Closing

5. Procurement Activities • Sole Point of Contact – Section 1.2 • Procurement Schedule – Section 1.3 • Solicitation Changes – Section 1.10 • Solicitation Access http://www.hhsc.state.tx.us/about_hhsc/BusOpp/BO_opportunities.asp • Submission Requirements – Sections 3.14, 3.15, & 4 • Proposal Screening and Evaluation – Section 5.1 & 5.2 • Award Information

6. Procurement Schedule • RFP Release Date January 6, 2014 • Vendor Conference January 15, 2014 • Respondent Questions Due January 16, 2014 • Post Response to Questions (est.) January 22, 2014 • Proposals Due (3:00 PM Central Time) February 7, 2014 • Deadline for Proposal Withdrawal February 7, 2014 • Tentative Award Posting (est.) March 14, 2014 • Anticipated Contract Start Date April 1, 2014

7. Historically Underutilized Business (HUB) Requirements Robert L. HallDirector, Enterprise Operations for Client Services Procurements / HHS HUB Coordinator, PCS

8. HUB Topics I. RFP Section 4.0 Historically Underutilized Business Participation Requirements II. HUB Subcontracting Plan Development and Submission III. HSP Quick Checklist – Handout IV. HSP Methods – Section 4.6.3-4.6.6 V. HSP Prime Contractor Progress Assessment Report – Section 4.8

9. Historically Underutilized Business Participation Requirements

10. RFP Section 4.0 Historically Underutilized Business Participation Requirements • HUB Participation Goals – Section 4.3 • Potential Subcontracting Opportunities – Section 4.5 • Centralized Master Bidders List and HUB Directory – Section 4.5 • Vendor Intends to Subcontract – Section 4.6

11. RFP Section 4.0 Historically Underutilized Business Participation Requirements (cont.) • Minority or Women Trade Organizations – Section 4.6.6 • Self Performance – Section 4.6.7 • HSP Changes After Contract Award – Section 4.8 • Reporting and Compliance with the HSP – Section 4.8

12. HUB Subcontracting Plan (HSP) Development and Submission

13. If HSP is inadequate, response will be rejected HUB GOALS Special reminders and instructions HSP Information Page

14. HSP Quick Checklist ** See Checklist Handout**

15. HSP Methods

16. METHOD OPTIONS • A Respondent may choose from one of the following methods when completing the HSP: • Method I – if 100% of your subcontracting opportunities will be performed using onlyHUB vendors; • Method II – if one or more of the subcontracting opportunities identified will be performed using HUB protégé’s; • Method III – if a combination of HUBs and Non-HUBs are used to perform the subcontracting work identified AND the HUB goal identified in the solicitation is met or exceeded;

17. METHOD OPTIONS • A Respondent may choose from one of the following methods when completing the HSP (cont.): • Method IV – if a combination of HUBs and Non-HUBs are used to perform the subcontracting work identified AND the HUB goal identified in the solicitation is not met or exceeded. • Method V - if the Respondent intends to self perform all of the work utilizing their own resources, equipment, employees, and supplies.

18. ALL METHODS • For ALL Methods the following steps are required to be completed on the HSP Form: • Page 1 - Section 1 - Respondent and Requisition Information; • Page 2 - Company and Requisition Information • Page 2 - Section 2(a)– Subcontracting Intentions • Section 4 – Affirmation and Sign

19. HSP Information Page Respondent and Requisition Information

20. Company Name and Requisition # Subcontracting Intentions: If Yes, Complete Section 2a If No, Complete Section 2b

21. Section 4; Affirmation Signature Affirms that Information Provided is True and Correct.

22. METHOD I • If all (100%) of your subcontracting opportunities will be performed using only HUB vendors, complete: • All of the steps in Slides 19 and 20; • Section 2 b. – List all the portions of work you will subcontract, and indicate the percentage of the contract you expect to award to HUB vendors; • Section 2 c. – Yes; • HSP GFE Method A (Attachment A) – Complete this attachment for each subcontracting opportunity.

23. 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 SubcontractingOpportunities in 2-b.

24. HSP GFE Method A (Attachment A) Complete this attachment (Sections A-1 and A-2) and List Line # and Subcontracting Opportunity. HUBSubcontractor Selection for this Subcontracting Opportunity

25. METHOD II • If any of your subcontracting opportunities will be performed using HUB protégés, complete: • All of the steps in Slides 19 and 20; • Section 2 b. – List all the portions of work you will subcontract, and indicate the percentage of the contract you expect to award to HUB vendors; • HSP GFE Method B (Attachment B) – Complete Section B-1 and Section B-2 only for each subcontracting opportunity as applicable.

26. 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.

27. HSP GFE Method B (Attachment B) Complete Sections B-1; and B-2 only for each HUB Protégé subcontracting opportunity.

28. HSP GFE Method B (Attachment B) List the HUB Protégé(s)

29. METHOD III • If you are subcontracting with HUBs and Non-HUBs, and the aggregate percentage of subcontracting with HUBs in which the HUB Goal identified in the solicitation is met or exceeded, complete: • All of the steps in Slides 19 and 20; • Section 2 b. – List all the portions of work you will subcontract, and indicate the percentage of the contract you expect to award to HUB vendors and Non HUB vendors; • Section 2 c. – No; • Section 2 d. – Yes; • HSP GFE Method A (Attachment A) – Complete this attachment for each subcontracting opportunity.

30. 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 SubcontractingOpportunities in 2-b.

31. 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.

32. 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)

33. METHOD IV • If you are subcontracting with HUBs and Non-HUBs, and the aggregate percentage of subcontracting with HUBs, holding an existing contract with HUBs for 5 years or less,does not meet or exceed the HUB Goal identified in the solicitation, complete: • All of the steps in Slides 19 and 20; • Section 2 b. – List all the portions of work you will subcontract, and indicated the percentage of the contract you expect to award to HUB vendors and Non HUB vendors; • Section 2 c. – No; • Section 2 d. – No; • HSP GFE Method B (Attachment B) – Complete this attachment for each subcontracting opportunity.

34. 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 SubcontractingOpportunities in 2-b.

35. 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.

36. 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

37. HSP GFE Method B (Attachment B) Written Notification Requirements List 3 HUBs Contacted for this Subcontracting Opportunity

38. HSP GFE Method B (Attachment B) Written Notification To Trade Organizations

39. HSP GFE Method B (Attachment B) List Trade Organizations Notified with Dates Sent/Accepted.

40. HSP GFE Method B (Attachment B) Provide written justification why a HUB was not selected for this Subcontracting Opportunity

41. METHOD V • If you are not subcontracting any portion of the contract and will be fulfilling the entire contract with your own resources (i.e., equipment, supplies, materials, and/or employees), complete: • All of the steps in Slides 19 and 20; • Section 3 – Self Performing Justification

42. Section 3; Self Performing Justification List the specific page(s)/section(s) of your proposal response, ORin the space provided, which explains how your company will perform the entire contract with its own equipment, supplies, materials and/or employees.

43. HUB Subcontracting Opportunity Notification Form

44. Sample for Respondent’s Use.

45. HSP Prime Contractor Progress Assessment Report

46. HSP Prime Contractor Progress Assessment Report • Required with ALLPay Requests • List ALLSub payments (HUBs & Non-HUBs) • Required even if not subcontracting

47. RFP Overview • Mission Objectives • Project Overview • Project Objectives • Project Scope • Resources Available To The Consultant • Available CAFM Data • Additional Stated Requirements • Evaluation Criteria

48. Mission Objectives HHSC’s objective for this procurement is to obtain assistance from a consultant with expertise to submit to HHSC a final report including recommendations that will: • Assess existing State Supported Living Centers (SSLCs) and state psychiatric hospitals (State Hospitals) infrastructure and services as well as anticipated future needs. • Define the issues and concerns related to individuals residing in and/or receiving care in SSLCs and state hospitals. • Reflect appropriate stakeholder input obtained by the Consultant so that well informed recommendations and models may be provided to DADS and DSHS respectively. • Assess the current and anticipated future needs of the SSLC system and state psychiatric hospital system in regards to operational and infrastructure needs, timely access to patient care in the least restrictive settings as clinically appropriate, opportunities for individuals to receive care closer to their homes, and efficient use of state resources.

49. Project Overview The 2014-15 state budget enacted by the 83rd Texas Legislature, Regular Session, 2013, included riders requiring DADS (Rider 39) and DSHS (Rider 83) to respectively develop a ten-year plan for the provision of services to persons residing in SSLCs and a ten-year plan for the provision of psychiatric inpatient hospitalization through the state psychiatric hospital system. Both DADS and DSHS were directed to coordinate in the development and implementation of the plans in order to ensure consideration of cross agency issues impacting both SSLCs and state hospitals. Rider 83 authorizes DSHS to contract for necessary technical expertise to assist in the development of the state psychiatric hospital system plan.

50. Project Objectives • Obtain a Consultant to conduct a study of the SSLCs and State Hospitals in support of the requirements stated in DADS Rider 39 and DSHS Rider 83. The Consultant shall: (a) thoroughly assess the current SSLC and State Hospital systems; (b) conduct research; (c) analyze results of assessments and research; and (d) develop all recommendations necessary for DADS and DSHS to fulfill the requirements of the riders. • At all times, the Consultant must comply with any applicable state or federal regulations. Based on this study, the Consultant shall produce a report that includes the findings of the study and recommendations for the long-term provision of services in the SSLC and State Hospital systems. The information and recommendations provided in the report will be used by DADS and DSHS to produce the ten-year plans as required by the respective riders.