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Texas Department of Insurance

Request for Proposal: 454-15-11889 Vendor Conference: October 22, 2014 2 p.m. – 4 p.m. Central Time. Texas Department of Insurance. Agenda. Schedule of Events Evaluation HUBs Questions Summary. Introductions Goals Background RFO Overview RFO Responses. Introductions. Presenters

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Texas Department of Insurance

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  1. Request for Proposal: 454-15-11889 Vendor Conference: October 22, 2014 2 p.m. – 4 p.m. Central Time Texas Department of Insurance

  2. Agenda • Schedule of Events • Evaluation • HUBs • Questions • Summary • Introductions • Goals • Background • RFO Overview • RFO Responses

  3. Introductions • 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.

  4. Goals

  5. Goals • 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

  6. Background

  7. Background • 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.

  8. TexasSure Data • Insurers’ full book of business (reported weekly) • 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

  9. How is TexasSure Data Used? • Law enforcement • Vehicle registration transactions • Implementing agencies’ oversight of TexasSure operations, maintenance, and statistics

  10. RFO Overview

  11. Part I – General Information • 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

  12. Part II - Specifications • 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

  13. Use of State Data Center Services (DCS) • Refer to RFO Section 2.1.3.8 (page 34) • The 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

  14. Part III – Proposal Information and Instructions • Schedule – Table 6 (page 73) • Proposal instructions (pages 75-83) • Delivery and mailing addresses (page 78) • Response deadline (page 77)

  15. Part IV – Terms and Conditions • 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.

  16. Appendices • 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)

  17. Exhibits The following Exhibits must accompany Offer: • Execution of Offer (Exhibit 1) • Pricing Form (Exhibit 2) • HUB Subcontracting Plan – if applicable (Exhibit 3) • TXDPS Non-Disclosure Agreement (Exhibit 5) • TexasSure Non-Disclosure Agreement (Exhibit 6) • TDI Anti-Lobbying Affidavit (Exhibit 7)

  18. RFO Responses

  19. Response Guidelines • 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.

  20. Submission Requirements 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.

  21. Other Information • 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.

  22. Don’t be disqualified. • 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

  23. Send your submissions to

  24. Schedule of Events

  25. TexasSure RFO Schedule

  26. Evaluation

  27. What happens after the Offer is submitted? • 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.

  28. HistoricallyUnderutilized Businesses (HUBs)

  29. 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

  30. Method 1 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.

  31. Company Name and Requisition # Subcontracting Intentions: Complete Section 2-a; Yes, I will be subcontracting portions of the contract.

  32. Complete Section 2-b; List all the portions of work you will subcontract, and indicate the %of the contract you expect to award toall HUBs. Complete Section 2-c; Yes if you will be using only HUBsto perform all SubcontractingOpportunities in 2-b.

  33. Section 2 Continuation; If more than 15 subcontractors were used.

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

  35. 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

  36. Method 2 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;

  37. Method 2 - continued • 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.

  38. ***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.

  39. ** 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.

  40. Method 3 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;

  41. Method 3 - continued • 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.

  42. ***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

  43. ** 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

  44. HSP GFE Method B (Attachment B) Written Notification Requirements List 3 HUBs Contacted for this Subcontracting Opportunity Written Notification To Two (2)Trade Organizations

  45. 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.

  46. 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.

  47. Method 4 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

  48. ***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

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

  50. Method 5 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.

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