power point presentation

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Texas Health and Human Services Commission (HHSC)

HHS Enterprise Telecommunications Managed Services

Request for Proposals # 529-07-0124Vendor Conference (9/5/2007)

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Welcome

Introductions Steve Bailey, Manager, Enterprise Contract

and Procurement Services (ECPS) Sherice Williams-Patty, HUB Administrator,

Administrative Services Development (ASD) Charlotte Willis, Deputy CIO, Health and

Human Services Commission Kathy Arellano, Director IT Operations,

Commission IT CJ Brandt, Legal Counsel

Housekeeping Items

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HHSC Procurement Roles

• ECPS- Responsible for procurement activity

• HUB- Responsible for HUB activity

• Program- Responsible for project scope, requirements, performance, results, contract management/monitoring

• Legal- Questions/answers and legal activity

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Vendor Conference Overview

Procurement Activities

HUB Response

RFP Overview

Questions Submittal

Break

Preliminary Responses to Questions

Closing Comments

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Procurement Activities

Questions & Answers Sole Contact: Steve Bailey, Manager ECPS Procurement Schedule Solicitation Access Submission Requirements Solicitation Changes Screening & Evaluation Award Information

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HUB Subcontracting PlanHUB Subcontracting Plan(HSP) Requirements(HSP) Requirements

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AgendaAgenda TopicsTopics

• RFP Section 4.0 Historically Underutilized RFP Section 4.0 Historically Underutilized

Business Business

Participation RequirementsParticipation Requirements

• HUB Subcontracting PlanHUB Subcontracting Plan

• Self Performance HSP Self Performance HSP

• HSP Prime Contractor Progress Assessment HSP Prime Contractor Progress Assessment

ReportReport

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• HUB Participation GoalsHUB Participation Goals

• Potential Subcontracting OpportunitiesPotential Subcontracting Opportunities

• Vendor Intends to Subcontract Vendor Intends to Subcontract

• Minority or Women Trade Organizations Minority or Women Trade Organizations

• Self PerformanceSelf Performance

• HSP Changes After Contract AwardHSP Changes After Contract Award

• Reporting and Compliance with the HSPReporting and Compliance with the HSP

RFP Section 4.0 - Historically Underutilized RFP Section 4.0 - Historically Underutilized

Business Participation RequirementsBusiness Participation Requirements

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Self Performance Declaration

Company Information

HSP Information Page

Attachment “D”

HSP Rev.9/05

HUB SUBCONTRACTING PLAN (HSP) In accordance with Gov’t Code §2161.252, the contracting agency has determined that subcontracting opportunities are probable under this contract. Therefore, respondents, including State of Texas certified Historically Underutilized Businesses (HUBs), must complete and submit a State of Texas HUB Subcontracting Plan (HSP) with their solicitation response.

NOTE: Responses that do not include a completed HSP shall be rejected pursuant to Gov’t Code §2161.252(b).

The HUB Program promotes equal business opportunities for economically disadvantaged persons to contract with the State of Texas in accordance with the goals specified in the State of Texas Disparity Study. The HUB goals defined in 1 TAC §111.13 are: 11.9 percent for heavy construction other than building contracts, 26.1 percent for all building construction, including general contractors and operative builders contracts, 57.2 percent for all special trade construction contracts, 20 percent for professional services contracts, 33 percent for all other services contracts, and 12.6 percent for commodities contracts.

- - Agency Special Instructions/Additional Requirements - -

SECTION 1 - RESPONDENT AND SOLICITATION INFORMATION

a. Respondent (Company) Name: State of Texas VID #:

Point of Contact: Phone #:

b. Is your company a State of Texas certified HUB? - Yes - No

c. Solicitation #:

SECTION 2 - SUBCONTRACTING INTENTIONS

After having divided the contract work into reasonable lots or portions to the extent consistent with prudent industry practices, the respondent must determine what portion(s) of work, including goods or services, will be subcontracted. Note: In accordance with 1 TAC §111.12., a “Subcontractor” means a person who contracts with a vendor to work, to supply commodities, or contribute toward completing work for a governmental entity. Check the appropriate box that identifies your subcontracting intentions:

- Yes, I will be subcontracting portion(s) of the contract. (If Yes, in the spaces provided below, list the portions of work you will be subcontracting, and go to page 2.)

- No, I will not be subcontracting any portion of the contract, and will be fulfilling the entire contract with my own resources. (If No, complete SECTION 9 and 10.)

Line Item # - Subcontracting Opportunity Description Line Item # - Subcontracting Opportunity Description

( #1) - (#11) -

( #2) - (#12) -

( #3) - (#13) -

( #4) - (#14) -

( #5) - (#15) -

( #6) - (#16) -

( #7) - (#17) -

( #8) - (#18) -

( #9) - (#19) -

(#10) - (#20) -

*If you have more than twenty subcontracting opportunities, a continuation page is available at http://www.tbpc.state.tx.us/hub/forms/index.html

Page 1

If more than 20, provide attached list

HUB GOALS

1010

One page for each area

subcontracted(listed on page

1)

List Line # and Subcontracting

Opportunity


Enter your company’s name here: Solicitation #:

IMPORTANT: You must complete a copy of this page for each of the subcontracting opportunities you listed in SECTION 2. You may photocopy this page or download copies at http:www.tbpc.state.tx.us.hubforms/index.html.

SECTION 3 - SUBCONTRACTING OPPORTUNITY

Enter the line item number and description of the subcontracting opportunity you listed in SECTION 2.

Line Item # Description:

SECTION 4 - MENTOR-PROTÉGÉ PROGRAM

If respondent is participating as a Mentor in a State of Texas Mentor Protégé Program, submitting their Protégé (Protégé must be a State of Texas certified HUB) as a subcontractor to perform the portion of work (subcontracting opportunity) listed in SECTION 3, constitutes a good faith effort towards that specific portion of work. Will you be subcontracting the portion of work listed in SECTION 3 to your Protégé?

- Yes (If Yes, complete SECTION 8 and 10.) - No / Not Applicable (If No or Not Applicable, go to SECTION 5.)

SECTION 5 - PROFESSIONAL SERVICES CONTRACTS ONLY This section applies to Professional Services Contracts only. All other contracts go to SECTION 6.

Does your HSP contain subcontracting of 20% or more with HUB(s)? - Yes (If Yes, complete SECTION 8 and 10.) - No / Not Applicable (If No or Not Applicable, go to SECTION 6.)

In accordance with Gov’t Code §2254.004, “Professional Services" means services: (A) within the scope of the practice, as defined by state law of accounting; architecture; landscape architecture; land surveying; medicine; optometry; professional engineering; real estate appraising; or professional nursing; or (B) provided in connection with the professional employment or practice of a person who is licensed or registered as a certified public accountant; an architect; a landscape architect; a land surveyor; a physician, including a surgeon; an optometrist; a professional engineer; a state certified or state licensed real estate appraiser; or a registered nurse.

SECTION 6 - NOTIFICATION OF SUBCONTRACTING OPPORTUNITY Complying with a, b and c of this section constitutes Good Faith Effort towards the portion of work listed in SECTION 3. After performing

the requirements of this section, complete SECTION 7, 8 and 10.

a. Provide written notification of the subcontracting opportunity listed in SECTION 3 to three (3) or more HUBs. Use the State of Texas’ Centralized Master Bidders List (CMBL), found at http://www.tbpc.state.tx.us/cmbl/cmblhub.htm, and its HUB Directory, found at http://www.tbpc.state.tx.us/cmbl/hubonly.html, to identify available HUBs. Note: Attach supporting documentation (letters, phone logs, fax transmittals, electronic mail, etc.) demonstrating evidence of the good faith effort performed.

b. Provide written notification of the subcontracting opportunity listed in SECTION 3 to a minority or women trade organization or development center to assist in identifying potential HUBs by disseminating the subcontracting opportunity to their members/participants. A list of trade organizations and development centers may be accessed at http://www.tbpc.state.tx.us/hub/minoritywomenbuslinks.htm. Note: Attach supporting documentation (letters, phone logs, fax transmittals, electronic mail, etc.) demonstrating evidence of the good faith effort performed.

c. Written notifications should include the scope of the work, information regarding the location to review plans and specifications, bonding and insurance requirements, required qualifications, and identify a contact person. Unless the contracting agency has specified a different time period, you must allow the HUBs no less than five (5) working days from their receipt of notice to respond, and provide notice of your subcontracting opportunity to a minority or women trade organization or development center no less than five (5) working days prior to the submission of your response to the contracting agency.

SECTION 7 - HUB FIRMS CONTACTED FOR SUBCONTRACTING OPPORTUNITY

List three (3) State of Texas certified HUBs you notified regarding the portion of work (subcontracting opportunity) listed in SECTION 3. Specify the vendor ID number, date you provided notice, and if you received a response. Note: Attach supporting documentation (letters, phone logs, fax transmittals, electronic mail, etc.) demonstrating evidence of the good faith effort performed. Company Name VID # Notice Date

(mm/dd/yyyy) Was Response Received?

/ / - Yes - No

/ / - Yes - No

/ / - Yes - No

SECTION 8 - SUBCONTRACTOR SELECTION

List the subcontractor(s) you selected to perform the portion of work (subcontracting opportunity) listed in SECTION 3. Also, specify the expected percentage of work to be subcontracted, the approximate dollar value of the work to be subcontracted, and indicate if the company is a Texas certified HUB.

Company Name VID # Expected % of Contract

Approximate Dollar Amount

Texas Certified HUB?

% $ - Yes - No*

% $ - Yes - No*

*If the subcontractor(s) you selected is not a Texas certified HUB, provide written justification of your selection process below:

1111

Protégé performing the

work





















/ / - Yes - No

/ / - Yes - No

/ / - Yes - No






% $ - Yes - No*

% $ - Yes - No*


Skip to Sections

8 and 10

1212

Professional Services Category





















/ / - Yes - No

/ / - Yes - No

/ / - Yes - No






% $ - Yes - No*

% $ - Yes - No*


Good Faith Efforts to find Texas Certified HUB VendorsContact HUB Trade Organization

Written Notification Requirements

1313

List 3 HUBs Contacted

for this Subcontractin

g Opportunity





















/ / - Yes - No

/ / - Yes - No

/ / - Yes - No






% $ - Yes - No*

% $ - Yes - No*


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List Subs to be used (HUBs & Non-HUBs) for

this Subcontracting

Opportunity





















/ / - Yes - No

/ / - Yes - No

/ / - Yes - No






% $ - Yes - No*

% $ - Yes - No*


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Reason why HUB was not selected

for this Subcontracting

Opportunity





















/ / - Yes - No

/ / - Yes - No

/ / - Yes - No






% $ - Yes - No*

% $ - Yes - No*


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Self Performanc

e Explanation

Enter your company’s name here:

Solicitation #:

SECTION 9

- SELF PERFORMANCE JUSTIFICATION (If you responded “No” to SECTION 2, you must complete SECTION 9 and 10.)

Does your response/proposal contain an explanation demonstrating how your company will fulfill the entire contract with its own resources?

- Yes If Yes, in the space provided below, list the specific page/section of your proposal which identifies how your company will perform the entire contract with its own equipment, supplies, materials and/or employees.

- No If No, in the space provided below, explain how your company will perform the entire contract with its own equipment, supplies, materials, and/or employees.

SECTION 10

- AFFIRMATION

As evidenced by my signature below, I affirm that I am an authorized representative of the respondent listed in SECTION 1, and that the information and supporting documentation submitted with the HSP are true and correct. Respondent understands and agrees that, if awarded any portion of the solicitation:

The respondent must submit monthly compliance reports (Prime Contractor Progress Assessment Report – PAR) to the contracting agency, verifying their compliance with the HSP, including the use/expenditures they have made to subcontractors. (The PAR is available at http://www.tbpc.state.tx.us/hubbid/forms/index.html).

The respondent must seek approval from the contracting agency prior to making any modifications to their HSP. If the HSP is modified without the contracting agency’s prior approval, respondent may be subject to debarment pursuant to Gov’t Code §2161.253(d).

The respondent must, upon request, allow the contracting agency to perform on-site reviews of the company’s headquarters and/or work-site where services are to be performed and must provide documents regarding staff and other resources.

____________________________________ _________________________________ ___________________ ___________________

Signature Affirms that True and Correct Information is Provided


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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

Subcontractor’s Name Subcontractor’s VID or HUB Certificate Number

Total Contract $ Amount from HSP with Subcontractor

Total $ Amount Paid This Period to Subcontractor

Total Contract $ Amount Paid

to Date to Subcontractor

Object Code (agency use only)

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

TOTALS: $ $ $

Signature: Title: Date:

HSP-PAR Rev. 9/05

• Required with ALL Pay Requests

• Required even if not subcontracting

• List ALL Sub payments (HUBs & Non- HUBs)

HSP Prime Contractor Progress Assessment Report

ATTACHMENT “E”

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HSP ASSISTANCE FROM TBPC

HUB Subcontracting Plan (HSP) Forms

Step-by-step instructions and an audio on “How to Complete an HSP ” is located on the Texas Building and Procurement Commission’s (TBPC’s) website at: http://www.tbpc.state.tx.us/communities/procurement/prog/hub/hub-subcontracting-plan

How to Complete an HSP

Play Windows Media Version (2.9 mb download)

Play Macromedia Flash version (1.8 mb download)

Read Video Transcript (.rtf file) (43k download)

HUB Subcontracting Plan (HSP) Forms

Step-by-step instructions and an audio on “How to Complete an HSP ” is located on the Texas Building and Procurement Commission’s (TBPC’s) website at: http://www.tbpc.state.tx.us/communities/procurement/prog/hub/hub-subcontracting-plan

How to Complete an HSP

Play Windows Media Version (2.9 mb download)

Play Macromedia Flash version (1.8 mb download)

Read Video Transcript (.rtf file) (43k download)

http://www.tbpc.state.tx.us/communities/procurement/prog/hub/hub-subcontracting-plan


http://www.tbpc.state.tx.us/communities/procurement/prog/hub/hub-forms/HSPvideo.wmv

http://www.tbpc.state.tx.us/communities/procurement/prog/hub/hub-forms/HSPvideo.swf

http://www.tbpc.state.tx.us/communities/procurement/prog/hub/hub-forms/HSPvideo.rtf



http://www.tbpc.state.tx.us/communities/procurement/prog/hub/hub-forms/HSPvideo.wmv

http://www.tbpc.state.tx.us/communities/procurement/prog/hub/hub-forms/HSPvideo.swf

http://www.tbpc.state.tx.us/communities/procurement/prog/hub/hub-forms/HSPvideo.rtf

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Administrative Services Development Administrative Services Development HUB Program OfficeHUB Program Office

Sherice Williams-Patty, HUB AdministratorSherice Williams-Patty, HUB AdministratorAdministrative Services Development Administrative Services Development - (512) 424-6903- (512) 424-6903- - [email protected]@hhsc.state.tx.us

Carlos Balderas, HUB Administrator Carlos Balderas, HUB Administrator Administrative Services Development Administrative Services Development - (512) 424-6896- (512) 424-6896- - [email protected]@hhsc.state.tx.us

Robert L. Hall, C.P.M.Robert L. Hall, C.P.M. Administrative Services Development Director Administrative Services Development Director

- (512) 424-6596- (512) 424-6596- - [email protected]@hhsc.state.tx.us

mailto:[email protected]



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Legal Counsel

• Collusion

• Conflict of Interest

• Permissible contacts

• RFP takes precedence if there is a conflict

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RFP Overview Background Mission Voice Strategy Managed Service Strategy Current Voice Infrastructure and Operations Scope of Services Support Model List of Approved Manufacturers Service Level Agreement Cost Pricing

RFP No. 529-07-0124

HHS Enterprise Telecommunications Managed Services

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Telecom Managed Services RFPHealth and Human Services (HHS)

• HHS consists of five agencies (DADS, DARS, DFPS, DSHS and HHSC)

• The mission of HHSC is to provide the leadership and direction and foster the spirit of innovation needed to achieve an efficient and effective HHS system for Texans.

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Telecom Managed Services RFPBackground

• Telecommunications systems across the HHS agencies represent the major delivery mechanism for communication with clients and the provision of administrative services such as.

– Eligibility determination for Medicaid and other family services

– Abuse and neglect hotlines for children and the elderly– Access to mental health and substance abuse services– Access to long-term care services for the elderly and

mentally retarded– Hearings and general information on available services

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Telecom Managed Services RFPBackground

• Many regional and state office locations house multiple HHS agencies.

• Requirements for expansion of certain client services will increase the demand for telecommunication services in many locations.

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Telecom Managed Services RFPMission Statement

• Improve system reliability and service availability by replacing legacy equipment with new IP-enabled technology.

• Increase system functionality and flexibility to meet changing business needs.

• Improve service quality through timely technical and operations support.

• Lower toll costs through the use of the MPLS network for toll by-pass.

• Lower overall support costs through centralized administration of voice systems and standardization of equipment platforms.

• Leverage vendor voice engineering expertise to design robust business continuity and disaster recovery plans for business critical functions.

• Leverage vendor expertise to design an enterprise-wide dial plan.

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Telecom Managed Services RFPVoice Strategy

• Phased implementation of new technologies to replace existing legacy equipment.

• Use of Internet Protocol (IP)-enabled PBXs and voice mail systems.

• Site readiness assessment to be performed by the Selected Vendor

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Telecom Managed Services RFPManaged Service Strategy

Engage the services and products (“Services”) of one vendor (“Selected Vendor”) in order to improve service performance through– increased service flexibility, – replacement of aging equipment with state-of-the-art

technology that is scalable to meet changing business requirements,

– a more uniform system architecture, – consolidation of services for a number of

organizations, and – new services.

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Telecom Managed Services RFPCurrent Voice Infrastructure

• Approximately 45,000 telephone sets installed across approximately 682 telephone systems.

• Telecommunication systems at most HHS locations are at or near end of life and the various platforms in place throughout the HHS system are not interoperable .

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• Average age of each Private Branch Exchange (PBX) or Key System within the enterprise is 13 years with the oldest being 26 years old.

• In many cases, vendor support is no longer available for this aging equipment. In some cases, equipment is failing; in others, additional capacity may be needed.

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HHS voice systems currently fall into one of three (3) categories:– Category 1 systems require replacement and seat

management services– Category 2 systems are relatively new and require

seat management support services only.

– Category 3 systems are at or near end of life. Support for these systems may be either on a per seat basis or on a T&M basis.

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Telecom Managed Services RFPCurrent Voice Operations

• Internal staff of approximately 29 Full Time Equivalents (FTE’s)

• Support from various service providers around the state on a Time and Materials (T&M) basis.

• Normal hours of operational support are 7AM to 6PM local time Monday through Friday. Some work is performed after hours, on holidays and on weekends, but is kept to a minimum.

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Telecom Managed Services RFPScope of Services

• The services to be provided by the Selected Vendor include services, functions, and responsibilities traditionally related to telecom managed services. In general, these services include but are not limited to:

– PBX and Voice Mail Service– ACD and IVR Service– Audio Conferencing– Call Detail Recording– Engineering and Consulting Support– Operations and Maintenance Support– Service Management– User TrainingMore detail is provided in Section 2.1 of Attachment 1.

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Telecom Managed Services RFPIn-Scope Voice Infrastructure

Summary Tab in Attachment 2 - HHS Equipment Inventory

Seats Per Categories1 2 3 Total

By Lead AgencyHHSC State 500 2500 710 3710HHSC Regional (lead agency)

HHSC 2577 3777 6354DADS 831 1024.5 1855.5DFPS 808 1316 2124DSHS 98 124 222DARS 46 63 109

DFPS (lead agency)

HHSC 11 11DADS 91 1 1 93DFPS 4573 1947 464 6984DSHS 15 15DARS 13 13

DSHS (lead agency) 3602 423 2950 6975DADS 1 1

Total 13165 4872 10429.5 28466.5

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Telecom Managed Services RFPIn-Scope Voice Infrastructure

SITES PER CATEGORYTotal = 479

198

20

261

CAT 1

CAT 2

CAT 3

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Telecom Managed Services RFPVoice Operations Support Model

• Support for voice services will be provided by both HHS personnel and the Selected Vendor.

• Roles and Responsibilities are identified in HHS

support model shown in Attachment 3.

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Telecom Managed Services RFPChange Management

• HHS personnel will perform some Moves, Adds and Changes (MACs) on new and existing systems using internal staff.

• Some MACs will be performed by the Selected Vendor. • The number of MACs per month must be based on

industry averages for the size and number of Category 1 and 2 systems listed in Attachment 2.

• Unused MACs within a given year will accrue month to month and into subsequent years through the term of the contract.

• Additional MACs not covered in the per seat pricing will be performed by the Selected Vendor on a T&M basis and whose cost should be listed in pricing sheet.

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Telecom Managed Services RFPType of New Equipment

New equipment will be limited to those manufacturers whose products bring reliability and interoperability with existing systems, allow HHS staff to leverage prior knowledge of product line history and training, facilitate quick transition to newer technology within an established product base, have a significant base within the current voice environment and have a history of strong product development and support.

New PBX and Voice Mail systems will be limited to the following manufacturers:

– Avaya– Cisco– Mitel– Nortel

The new service equipment must be current technology and IP-capable. Vendor may propose multiple manufacturers in its overall solution so long as the systems are interoperable.

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Telecom Managed Services RFPProject Management

• The Selected Vendor must provide one local Lead Project Manager dedicated to HHS who has experience in managing a voice network of similar size and scope.

• HHS prefers a Project Manager with PMP certification.

• HHS expects the Project Manager to be assigned for the duration of the project and to be the Vendor’s one local point of contact.

• Substitution of the Lead Project Manager and/or other key contract personnel requires prior approval from HHS.

• HHS also has the right to require a replacement of any project manager and or contract personnel at any time.

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Telecom Managed Services RFPSelected Vendor Experience

• As part of the response to this RFP, each Vendor will provide the following benchmark information and references over the past 12 month period on current service contracts:

– Average response time to acknowledge service requests

– Average resolution times for Severity 1, 2, and 3 problems as defined in Section 3.2.1 of the Service Level Agreement in Attachment 1.

– Mean time between failures of IP-enabled systems installed and maintained by Vendor

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Telecom Managed Services RFPCompliance with Standards

• The Selected Vendor will be required to comply with the following:– State of Texas Accessibility Requirements – E-911 Services– DIR and Statewide Standards

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Telecom Managed Services RFPService Level Agreement (SLA)

• Service Level Agreement (SLA) for managed voice services is shown in Appendix C in Attachment 1.

• The Selected Vendor will be required to meet or exceed the SLA requirements as defined.

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Telecom Managed Services RFPCost Pricing

• Provide managed services for Category 1 and 2 systems at a fixed price per seat per month according to an agreed upon price schedule.

• Provide support for Category 3 systems on either a per seat basis or a T&M basis.

• Vendors should provide a description of their strategy to minimize per seat and T&M costs and list any assumptions made in developing the cost proposal.

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Telecom Managed Services RFPFormat for Submitting Questions

• Use 4 x 6 index cards provided at the conference.

• Print questions clearly on front and back of index card including contact name and information.

• Email questions to sole point of contact, Steve Bailey (see Section 1.2) including reference document name (e.g. RFP, Attachment 1, etc), section number and paragraph (if applicable)

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Texas Health and Human Services Commission (HHSC)

Questions SubmittalBreak

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Telecommunications Managed ServicesTentative Responses to Vendor

Questions

Non-binding verbal answers to vendor questions are provided.

Binding responses are posted on the procurement website by 9-21-07.

power point presentation

Technology

hsp assistance

hsp rfp section

work hsp information

human services hhs hhs

family services abuse

longterm care services

hub trade organization

attached list hub goals