Complete Section 2-a

Report
Texas Department of Insurance
Request for Proposal: 454-15-11889
Vendor Conference: October 22, 2014
2 p.m. – 4 p.m. Central Time
Introductions
Schedule of Events
Goals
Evaluation
Background
HUBs
RFO Overview
Questions
RFO Responses
Summary

Presenters
 Sandy Williams, TDI Purchasing and Contract
Administration Manager
 Iris Saenz, TDI Project Manager
 Cynthia Bluntzer, TDI ITS

Implementing Agencies’ Contract Monitors

RFO Point of Contact – Steve Villarreal
Agency staff are prohibited in speaking to potential Respondents during the
RFO process. Respondents may speak only to the RFO Point of Contact
during this time.
 Fulfill
requirements of Texas Transportation Code
Chapter 601, Subchapter N
 Select
a vendor to operate and maintain TexasSure
 Communicate
implementing agencies’ expectations
Innovative approaches
Data management solutions
Technical requirements
Audit and security mandates


Senate Bill 1670 (79th Legislature) required a
program to verify whether owners of motor
vehicles have established financial
responsibility.
Database was fully implemented October
2008 and became accessible by law
enforcement and county Tax Assessor
collector offices statewide.
 Insurers’
weekly)
full book of business (reported
 Personal auto policies required
 Commercial optional (vehicle specific)
 DPS
full book of self-insured and financial
responsibility certificates (reported weekly)
 DMV
registration records (updates reported
weekly, full book available upon request)
 Database
history
 Law
enforcement
 Vehicle
registration transactions
 Implementing
agencies’ oversight of
TexasSure operations, maintenance, and
statistics
 Scope
 Contract
Term
36 months from the date of the contract award for
initial term
May not exceed sixty (60) months
 Renewal
Option
Any increment up to twenty-four (24) months

Alternative Approaches

Service Requirements
 TexasSure Matching and Query Response
 Business Continuity
 Technical Requirements
 Documentation Deliverables and Audit Standards
 Security and Confidentiality of Data
 Testing and Deliverable Acceptance

Subcontractors

Performance Tracking
 Refer
 The
to RFO Section 2.1.3.8 (page 34)
TexasSure program will use DCS
 All hardware established under DCS
not co-location
 Oversees and monitors all TexasSure equipment
 Provides security oversight
 Governs server patches
 Facilitates disaster recovery
 Schedule
– Table 6 (page 73)
 Proposal
instructions (pages 75-83)
 Delivery
and mailing addresses (page 78)
 Response
deadline (page 77)
 Respondents’
affirmations and certifications
become a part of the subsequent contract.
 RFO
terms and conditions become a part of
the subsequent contract.
 Respondents
must list all exceptions,
reservations, and limitations to the RFO terms
and conditions in their response.

Agencies’ Overviews (Appendices A, B, C, and D)

TexasSure Program Compatible Products (Appendix A-2)

TexasSure Program Model (Appendix E)

TexasSure Usage (Appendix F)

Query Response Process (Appendix G)

Computer and Security Industry Resource Guide (Appendix H)

Applicable Laws, Statutes, Rules, and Ruling Guide (Appendix I)
The following Exhibits must accompany Offer:
 Execution
 Pricing
 HUB
Form (Exhibit 2)
Subcontracting Plan – if applicable (Exhibit 3)
 TXDPS
Non-Disclosure Agreement (Exhibit 5)
 TexasSure
 TDI
of Offer (Exhibit 1)
Non-Disclosure Agreement (Exhibit 6)
Anti-Lobbying Affidavit (Exhibit 7)



Provide detailed responses.
Review RFO Section III to ensure you have all
necessary response elements.
Submit questions in writing by tomorrow.
◦ Deadline for written questions is October 23, 2014,
at 3 p.m. Central time.

Use Offer Submission Checklist on page 76.
Submission Copies
Submit one (1) original and twelve (12) copies of the
Offer.
 Submit four (4) electronic copies on compact disc or
flash drive.

Pricing Form

Submit one (1) original and four (4) copies.
Exhibits

Return signed exhibits.

All documents received become “Respondent Documents.”
• Phase 1 - Documents not submitted with RFO response will not be
considered or included in subsequent contract.
• Phase 2 and 3 (Optional) - Best and Final Offer (BAFO) and contract
negotiations documents included in subsequent contract.
• TDI will incorporate Respondent Documents as a part of the awarded
contract in lieu of signing additional documents if TDI accepts such
timely submitted documents.

Offers/Responses must include all copies and applicable
documents, for example:
• license agreements
• warranty information
• maintenance and support information.
Incomplete
responses or submissions
Failure
to disclose conflicts or potential
conflicts of interest
Failure
to submit by deadline
Failure
to sign RFO
Blanket
exception to the entire RFO
Mail
Overnight or in Person
Texas Department of Insurance
Texas Department of Insurance
Purchasing and Contract
Service Center/Purchasing and
Administration
Contract Administration
Attn: Steve Villarreal
Attn: Steve Villarreal
PO Box 149104
333 Guadalupe Street, Tower 1 -
Austin, TX 78714-9104
Room 103
Austin, TX 78701
Event
Date/Time
RFO published
Tuesday, October 7, 2014
Proposal conference
Wednesday, October 22, 2014
Written questions deadline
Thursday, October 23, 2014, at 3
p.m. Central time
Written question addendum
published on ESBD
Monday, October 27, 2014
RFO submission deadline
Monday, December 1, 2014
3 p.m. Central time
Respondents’ presentations
January 6 – January 9, 2015
Anticipated contract award date
Friday, January 16, 2015
(by invitation)

TDI Purchasing staff reviews all Offers.

Offers that meet the minimum requirements are
forwarded to the Technical Evaluation Committee.

Technical Evaluation Committee scores the responses.

Invited Respondents provide presentations to
committee.

TDI may extend the evaluation phase to extend to
Phase 2 and 3, if needed.
If HSP is inadequate, the response
will be rejected
State Established
HUB Goals
Stated HUB Goal for
Solicitation and
Special Reminders
and Instructions
Respondent and
Requisition
Information
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 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 the attachment
for each subcontracting opportunity.
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 2
Continuation; If
more than 15
subcontractors
were used.
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 TDI
If you are subcontracting with HUB vendors and Non-Hub vendors, and the
aggregate percentage of subcontracting with HUB vendors meets or
exceeds the HUB Goal of the contracting agency 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
the attachment for each subcontracting
opportunity.
***After the completion of Section 1 and Section 2 (a-c).
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
contracts in place for
five (5) years or less.
** After completion of Section 4 (Affirmation)
HSP GFE METHOD A
(ATTACHMENT A)
SUBCONTRACTOR #1
Complete this attachment
(Sections A-1 and A-2)
for each subcontracting
opportunity
Subcontractor Selection
(HUBs and Non-HUBs)
Reminders: Notice to
Subcontractors and TDI
** Complete an Attachment A per line item for HUBs and Non-HUBs.
If you are subcontracting with HUB vendors and/or Non-HUB vendors, and
the aggregate percentage of subcontracting with HUB vendors does not
meet or exceed the HUB Goal of the contracting agency 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. – No;

Section 4 – Affirmation; and,

HSP GFE Method A (Attachment A) – Complete
the attachment for each subcontracting
opportunity.
***After the completion of Section 1 and Section 2 (a-c).
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 contracts in place
for five (5) years or less
** After completion of Section 4 (Affirmation)
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
Written Notification To Two
(2)Trade Organizations
HSP GFE METHOD
B (ATTACHMENT B)
Provide written justification
why HUB was not selected
for this Subcontracting
Opportunity
** If non-HUB is chosen over HUB because
of “Best Value” a bid tab must be submitted
with supportive documentation (e-mail or
fax notifications).
Reminders: Notice to
subcontractors and TDI.
Sample for
Respondent’s Use.
If you choose to use your
own document, it
MUST contain all information
as indicated
On this HUB Subcontracting
Opportunity
Notification Form.
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
***After the completion of Section 1 and Section 2 (a-d).
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 W-2
employees.
Signature Affirms that
Information Provided is
True and Correct
Section 4; Affirmation
Signature Affirms that
Information Provided is
True and Correct.
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.
***After the completion of Section 1.
Subcontracting
Intentions:
Complete Section 2-a;
Yes, I will be
subcontracting portions
of the contract
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)
Reminders: Notice to
Subcontractors and TDI.
Sandy Williams, HUB Coordinator:
 [email protected]
Frank Brown, HUB Program Specialist:
 [email protected]
Main TDI HUB Email Contact
o [email protected]
 Questions
about the TexasSure program or RFO
must be submitted in writing.
 Questions will not be addressed or answered today.


All written questions must be received tomorrow,
October 23, 2014, by 3 p.m. Central time.
Addendum will be published on Monday, October 27,
2014, with all written questions.
Steve Villarreal, Purchaser
Fax: (512) 463-6159
Email: [email protected]
 Questions
deadline - October 23, 2014, 3 p.m.
Central time.

Carefully review RFO.
 Provide
 Sign
detailed responses.
and submit all mandatory RFO documents.
 Submission
deadline – December 1, 2014, at 3 p.m.
Central time.
RFO Deadline
Monday, December 1, 2014, 3 p.m.
Central time
LATE RESPONSES WILL NOT BE ACCEPTED!

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