Revised 1/14/2008 .us
REQUEST FOR PROPOSALS FOR
Pennsylvania State Police Wellness Program
ISSUING OFFICE
Office of Administration, Bureau of Employee Benefits and Services
RFP NUMBER
RFP 6100032473
DATE OF ISSUANCE
March 12, 2015
REQUEST FOR PROPOSALS FOR
Disease Management and Wellness Services for the PA State Police
TABLE OF CONTENTS
CALENDAR OF EVENTS Page iii
Part I—GENERAL INFORMATION Page 1
Part II—PROPOSAL REQUIREMENTS Page 15
Part III—CRITERIA FOR SELECTION Page 22
Part IV—WORK STATEMENT Page 27
APPENDIX A, CONTRACT TERMS AND CONDITIONS, INCLUDING HIPPAA BUSINESS ASSOCIATE AGREEMENT
APPENDIX B, DOMESTIC WORKFORCE UTILIZATION CERTIFICATION
APPENDIX C, PROGRAM QUESTIONNAIRE
APPENDIX D, PROPOSAL COVER SHEET
APPENDIX E, ACTIVITY FILE LAYOUT
APPENDIX F, FULL FILE LAYOUT
APPENDIX G, COST MATRIX
APPENDIX H, DE-IDENTIFIED CLAIMS DATA non-disclosure agreement
APPENDIX I, Highmark bi-lateral agreement template
CALENDAR OF EVENTS
The Commonwealth will make every effort to adhere to the following schedule:
|Activity |Responsibility |Date |
|Deadline to submit Questions via email to tpucino@. |Potential Offerors |March 24, 2015 |
| | |4:30 PM |
|Pre-proposal Conference – Room 500 Finance Building, 613 North Street, Harrisburg, |Issuing Office/Potential |March 27, 2015 |
|Pennsylvania 17120. |Offerors |2:00 PM |
|Answers to Potential Offeror questions posted to the DGS website |Issuing Office |April 1, 2015 |
|() no later than this date. | |4:30 PM |
|Please monitor website for all communications regarding the RFP. |Potential Offerors | |
|Sealed proposal must be received by the Issuing Office at 613 North Street |Offerors |April 15, 2015 |
|513 Finance Building | |4:30 PM |
|Harrisburg, PA 17120 | | |
PART I
GENERAL INFORMATION
Purpose. This request for proposals (RFP) provides to those interested in submitting proposals for the subject procurement (“Offerors”) sufficient information to enable them to prepare and submit proposals for the Office of Administration’s consideration on behalf of the Commonwealth of Pennsylvania (“Commonwealth”) to satisfy a need for a Wellness Program for active employee and dependent members of the State Police Health Benefits Program (“Project”).
Issuing Office. The Office of Administration (“Issuing Office”) has issued this RFP on behalf of the Commonwealth. The sole point of contact in the Commonwealth for this RFP shall be Tim Pucino the Issuing Officer for this RFP. Please refer all inquiries to the Issuing Officer.
Scope. This RFP contains instructions governing the requested proposals, including the requirements for the information and material to be included; a description of the service to be provided; requirements which Offerors must meet to be eligible for consideration; general evaluation criteria; and other requirements specific to this RFP.
Problem Statement. The Offeror must create a wellness program for Pennsylvania State Police Health Benefits Program members that includes: 1) annual Biometric Screenings, 2) customizable annual Health Risk Questionnaire, and 3) a Wellness/Disease Management program for those determined to be at risk for serious and/or chronic diseases and/or medical conditions. Additional detail is provided in Part IV of this RFP.
Type of Contract. It is proposed that if the Issuing Office enters into a contract as a result of this RFP, it will be a Basic Established Price Contract containing the Contract Terms and Conditions as shown in Appendix A. The Issuing Office, in its sole discretion, may undertake negotiations with Offerors whose proposals, in the judgment of the Issuing Office, show them to be qualified, responsible and capable of performing the Project.
Rejection of Proposals. The Issuing Office reserves the right, in its sole and complete discretion, to reject any proposal received as a result of this RFP.
Incurring Costs. The Issuing Office is not liable for any costs the Offeror incurs in preparation and submission of its proposal, in participating in the RFP process or in anticipation of award of the contract.
Pre-proposal Conference. The Issuing Office will hold a Pre-proposal conference as specified in the Calendar of Events. The purpose of this conference is to provide opportunity for clarification of the RFP. Offerors should forward all questions to the Issuing Office in accordance with Part I, Section I-9 to ensure adequate time for analysis before the Issuing Office provides an answer. Offerors may also ask questions at the conference. In view of the limited facilities available for the conference, Offerors should limit their representation to two individuals per Offeror. The Pre-proposal conference is for information only. Any answers furnished during the conference will not be official until they have been verified, in writing, by the Issuing Office. All questions and written answers will be posted on the Department of General Services’ (DGS) website as an addendum to, and shall become part of, this RFP. Attendance at the Pre-proposal Conference is optional.
Questions & Answers. If an Offeror has any questions regarding this RFP, the Offeror must submit the questions by email (with the subject line “RFP 6100032473 Question”) to the Issuing Officer named in Part I, Section I-2 of the RFP. If the Offeror has questions, they must be submitted via email no later than the date indicated on the Calendar of Events. The Offeror shall not attempt to contact the Issuing Officer by any other means. The Issuing Officer shall post the answers to the questions on the DGS website by the date stated on the Calendar of Events. An Offeror who submits a question after the deadline date for receipt of questions indicated on the Calendar of Events assumes the risk that its proposal will not be responsive or competitive because the Commonwealth is not able to respond before the proposal receipt date or in sufficient time for the Offeror to prepare a responsive or competitive proposal. When submitted after the deadline date for receipt of questions indicated on the Calendar of Events, the Issuing Officer may respond to questions of an administrative nature by directing the questioning Offeror to specific provisions in the RFP. To the extent that the Issuing Office decides to respond to a non-administrative question after the deadline date for receipt of questions indicated on the Calendar of Events, the answer must be provided to all Offerors through an addendum.
All questions and responses as posted on the DGS website are considered as an addendum to, and part of, this RFP in accordance with RFP Part I, Section I-10. Each Offeror shall be responsible to monitor the DGS website for new or revised RFP information. The Issuing Office shall not be bound by any verbal information nor shall it be bound by any written information that is not either contained within the RFP or formally issued as an addendum by the Issuing Office. The Issuing Office does not consider questions to be a protest of the specifications or of the solicitation. The required protest process for Commonwealth procurements is described on the DGS.
Addenda to the RFP. If the Issuing Office deems it necessary to revise any part of this RFP before the proposal response date, the Issuing Office will post an addendum to the DGS website at . It is the Offeror’s responsibility to periodically check the website for any new information or addenda to the RFP. Answers to the questions asked during the Questions & Answers period also will be posted to the website as an addendum to the RFP.
Response Date. To be considered for selection, hard copies of proposals must arrive at the Issuing Office on or before the time and date specified in the RFP Calendar of Events. The Issuing Office will not accept proposals via email or facsimile transmission. Offerors who send proposals by mail or other delivery service should allow sufficient delivery time to ensure timely receipt of their proposals. If, due to inclement weather, natural disaster, or any other cause, the Commonwealth office location to which proposals are to be returned is closed on the proposal response date, the deadline for submission will be automatically extended until the next Commonwealth business day on which the office is open, unless the Issuing Office otherwise notifies Offerors. The hour for submission of proposals shall remain the same. The Issuing Office will reject, unopened, any late proposals.
Proposals. To be considered, Offerors should submit a complete response to this RFP to the Issuing Office, using the format provided in Part II, providing 7 paper copies of the Technical Submittal and one (1) paper copy of the Cost Submittal and two (2) paper copies of the Small Diverse Business (SDB) participation submittal. In addition to the paper copies of the proposal, Offerors shall submit two complete and exact copies of the entire proposal (Technical, Cost and SDB submittals, along with all requested documents) on CD-ROM or Flash drive in Microsoft Office or Microsoft Office-compatible format. The electronic copy must be a mirror image of the paper copy and any spreadsheets must be in Microsoft Excel. The Offerors may not lock or protect any cells or tabs. Offerors should ensure that there is no costing information in the technical submittal. Offerors should not reiterate technical information in the cost submittal. The CD or Flash drive should clearly identify the Offeror and include the name and version number of the virus scanning software that was used to scan the CD or Flash drive before it was submitted. The Offeror shall make no other distribution of its proposal to any other Offeror or Commonwealth official or Commonwealth consultant. Each proposal page should be numbered for ease of reference. An official authorized to bind the Offeror to its provisions must sign the proposal. If the official signs the Proposal Cover Sheet (Appendix D to this RFP) and the Proposal Cover Sheet is attached to the Offeror’s proposal, the requirement will be met. For this RFP, the proposal must remain valid for 120 days or until a contract is fully executed. If the Issuing Office selects the Offeror’s proposal for award, the contents of the selected Offeror’s proposal will become, except to the extent the contents are changed through Best and Final Offers or negotiations, contractual obligations.
Each Offeror submitting a proposal specifically waives any right to withdraw or modify it, except that the Offeror may withdraw its proposal by written notice received at the Issuing Office’s address for proposal delivery prior to the exact hour and date specified for proposal receipt. An Offeror or its authorized representative may withdraw its proposal in person prior to the exact hour and date set for proposal receipt, provided the withdrawing person provides appropriate identification and signs a receipt for the proposal. An Offeror may modify its submitted proposal prior to the exact hour and date set for proposal receipt only by submitting a new sealed proposal or sealed modification which complies with the RFP requirements.
Small Diverse Business Information. The Issuing Office encourages participation by small diverse businesses as prime contractors, and encourages all prime contractors to make a significant commitment to use small diverse businesses as subcontractors and suppliers.
A Small Diverse Business is a DGS-verified minority-owned business, woman-owned business, veteran-owned business or service-disabled veteran-owned business.
A small business is a business in the United States which is independently owned, not dominant in its field of operation, employs no more than 100 full-time or full-time equivalent employees, and earns less than $7 million in gross annual revenues for building design, $20 million in gross annual revenues for sales and services and $25 million in gross annual revenues for those businesses in the information technology sales or service business.
Questions regarding this Program can be directed to:
Department of General Services
Bureau of Small Business Opportunities
Room 611, North Office Building
Harrisburg, PA 17125
Phone: (717) 783-3119
Fax: (717) 787-7052
Email: gs-bsbo@
Website: dgs.state.pa.us
The Department’s directory of BSBO-verified minority, women, veteran and service disabled veteran-owned businesses can be accessed from: Searching for Small Diverse Businesses.
Economy of Preparation. Offerors should prepare proposals simply and economically, providing a straightforward, concise description of the Offeror’s ability to meet the requirements of the RFP.
Alternate Proposals. The Issuing Office has identified the basic approach to meeting its requirements, allowing Offerors to be creative and propose their best solution to meeting these requirements. The Issuing Office will not accept alternate proposals.
Discussions for Clarification. Offerors may be required to make an oral or written clarification of their proposals to the Issuing Office to ensure thorough mutual understanding and Offeror responsiveness to the solicitation requirements. The Issuing Office will initiate requests for clarification. Clarifications may occur at any stage of the evaluation and selection process prior to contract execution.
Prime Contractor Responsibilities. The contract will require the selected Offeror to assume responsibility for all services offered in its proposal whether it produces them itself or by subcontract. The Issuing Office will consider the selected Offeror to be the sole point of contact with regard to contractual matters.
Proposal Contents.
A. Confidential Information. The Commonwealth is not requesting, and does not require, confidential proprietary information or trade secrets to be included as part of Offerors’ submissions in order to evaluate proposals submitted in response to this RFP. Accordingly, except as provided herein, Offerors should not label proposal submissions as confidential or proprietary or trade secret protected. Any Offeror who determines that it must divulge such information as part of its proposal must submit the signed written statement described in subsection c. below and must additionally provide a redacted version of its proposal, which removes only the confidential proprietary information and trade secrets, for required public disclosure purposes.
B. Commonwealth Use. All material submitted with the proposal shall be considered the property of the Commonwealth of Pennsylvania and may be returned only at the Issuing Office’s option. The Commonwealth has the right to use any or all ideas not protected by intellectual property rights that are presented in any proposal regardless of whether the proposal becomes part of a contract. Notwithstanding any Offeror copyright designations contained on proposals, the Commonwealth shall have the right to make copies and distribute proposals internally and to comply with public record or other disclosure requirements under the provisions of any Commonwealth or United States statute or regulation, or rule or order of any court of competent jurisdiction.
C. Public Disclosure. After the award of a contract pursuant to this RFP, all proposal submissions are subject to disclosure in response to a request for public records made under the Pennsylvania Right-to-Know-Law, 65 P.S. § 67.101, et seq. If a proposal submission contains confidential proprietary information or trade secrets, a signed written statement to this effect must be provided with the submission in accordance with 65 P.S. § 67.707(b) for the information to be considered exempt under 65 P.S. § 67.708(b)(11) from public records requests. If financial capability information is submitted in response to Part II of this RFP such financial capability information is exempt from public records disclosure under 65 P.S. § 67.708(b)(26).
Best and Final Offers.
A. While not required, the Issuing Office reserves the right to conduct discussions with Offerors for the purpose of obtaining “best and final offers.” To obtain best and final offers from Offerors, the Issuing Office may do one or more of the following, in any combination and order:
1. Schedule oral presentations;
2. Request revised proposals;
3. Conduct a reverse online auction; and
4. Enter into pre-selection negotiations.
B. The following Offerors will not be invited by the Issuing Office to submit a Best and Final Offer:
1. Those Offerors, which the Issuing Office has determined to be not responsible or whose proposals the Issuing Office has determined to be not responsive.
2. Those Offerors, which the Issuing Office has determined in accordance with Part III, Section III-5, from the submitted and gathered financial and other information, do not possess the financial capability, experience or qualifications to assure good faith performance of the contract.
3. Those Offerors whose score for their technical submittal of the proposal is less than 70% of the total amount of technical points allotted to the technical criterion.
The issuing office may further limit participation in the best and final offers process to those remaining responsible offerors which the Issuing Office has, within its discretion, determined to be within the top competitive range of responsive proposals.
C. The Evaluation Criteria found in Part III, Section III-4, shall also be used to evaluate the Best and Final offers.
D. Price reductions offered through any reverse online auction shall have no effect upon the Offeror’s Technical Submittal. Dollar commitments to Small Diverse Businesses can be reduced only in the same percentage as the percent reduction in the total price offered through any reverse online auction or negotiations.
News Releases. Offerors shall not issue news releases, Internet postings, advertisements or any other public communications pertaining to this Project without prior written approval of the Issuing Office, and then only in coordination with the Issuing Office.
Restriction of Contact. From the issue date of this RFP until the Issuing Office selects a proposal for award, the Issuing Officer is the sole point of contact concerning this RFP. Any violation of this condition may be cause for the Issuing Office to reject the offending Offeror’s proposal. If the Issuing Office later discovers that the Offeror has engaged in any violations of this condition, the Issuing Office may reject the offending Offeror’s proposal or rescind its contract award. Offerors must agree not to distribute any part of their proposals beyond the Issuing Office. An Offeror who shares information contained in its proposal with other Commonwealth personnel and/or competing Offeror personnel may be disqualified.
Issuing Office Participation. Offerors shall provide all services, supplies, facilities, and other support necessary to complete the identified work, except as otherwise provided in this Part I, Section I-22.
Term of Contract. The term of the contract will commence on the Effective Date and will end two years from the Effective Date, with three optional renewals of one year each. The Issuing Office will fix the Effective Date after the contract has been fully executed by the selected Offeror and by the Commonwealth and all approvals required by Commonwealth contracting procedures have been obtained. The selected Offeror shall not start the performance of any work prior to the Effective Date of the contract and the Commonwealth shall not be liable to pay the selected Offeror for any service or work performed or expenses incurred before the Effective Date of the contract.
Offeror’s Representations and Authorizations. By submitting its proposal, each Offeror understands, represents, and acknowledges that:
A. All of the Offeror’s information and representations in the proposal are material and important, and the Issuing Office may rely upon the contents of the proposal in awarding the contract(s). The Commonwealth shall treat any misstatement, omission or misrepresentation as fraudulent concealment of the true facts relating to the Proposal submission, punishable pursuant to 18 Pa. C.S. § 4904.
B. The Offeror has arrived at the price(s) and amounts in its proposal independently and without consultation, communication, or agreement with any other Offeror or potential offeror.
C. The Offeror has not disclosed the price(s), the amount of the proposal, nor the approximate price(s) or amount(s) of its proposal to any other firm or person who is an Offeror or potential offeror for this RFP, and the Offeror shall not disclose any of these items on or before the proposal submission deadline specified in the Calendar of Events of this RFP.
D. The Offeror has not attempted, nor will it attempt, to induce any firm or person to refrain from submitting a proposal on this contract, or to submit a proposal higher than this proposal, or to submit any intentionally high or noncompetitive proposal or other form of complementary proposal.
E. The Offeror makes its proposal in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive proposal.
F. To the best knowledge of the person signing the proposal for the Offeror, the Offeror, its affiliates, subsidiaries, officers, directors, and employees are not currently under investigation by any governmental agency and have not in the last four years been convicted or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding or proposing on any public contract, except as the Offeror has disclosed in its proposal.
G. To the best of the knowledge of the person signing the proposal for the Offeror and except as the Offeror has otherwise disclosed in its proposal, the Offeror has no outstanding, delinquent obligations to the Commonwealth including, but not limited to, any state tax liability not being contested on appeal or other obligation of the Offeror that is owed to the Commonwealth.
H. The Offeror is not currently under suspension or debarment by the Commonwealth, any other state or the federal government, and if the Offeror cannot so certify, then it shall submit along with its proposal a written explanation of why it cannot make such certification.
I. The Offeror has not made, under separate contract with the Issuing Office, any recommendations to the Issuing Office concerning the need for the services described in its proposal or the specifications for the services described in the proposal.
J. Each Offeror, by submitting its proposal, authorizes Commonwealth agencies to release to the Commonwealth information concerning the Offeror's Pennsylvania taxes, unemployment compensation and workers’ compensation liabilities.
K. Until the selected Offeror receives a fully executed and approved written contract from the Issuing Office, there is no legal and valid contract, in law or in equity, and the Offeror shall not begin to perform.
Notification of Selection.
A. Contract Negotiations. The Issuing Office will notify all Offerors in writing of the Offeror selected for contract negotiations after the Issuing Office has determined, taking into consideration all of the evaluation factors, the proposal that is the most advantageous to the Issuing Office.
B. Award. Offerors whose proposals are not selected will be notified when contract negotiations have been successfully completed and the Issuing Office has received the final negotiated contract signed by the selected Offeror.
Debriefing Conferences. Upon notification of award, Offerors whose proposals were not selected will be given the opportunity to be debriefed. The Issuing Office will schedule the debriefing at a mutually agreeable time. The debriefing will not compare the Offeror with other Offerors, other than the position of the Offeror’s proposal in relation to all other Offeror proposals. An Offeror’s exercise of the opportunity to be debriefed does not constitute nor toll the time for filing a protest (See Section I-27 of this RFP).
RFP Protest Procedure. The RFP Protest Procedure is on the DGS website at . A protest by a party not submitting a proposal must be filed within seven days after the protesting party knew or should have known of the facts giving rise to the protest, but no later than the proposal submission deadline specified in the Calendar of Events of the RFP. Offerors may file a protest within seven days after the protesting Offeror knew or should have known of the facts giving rise to the protest, but in no event may an Offeror file a protest later than seven days after the date the notice of award of the contract is posted on the DGS website. The date of filing is the date of receipt of the protest. A protest must be filed in writing with the Issuing Office. To be timely, the protest must be received by 4:00 p.m. on the seventh day.
Use of Electronic Versions of this RFP. This RFP is being made available by electronic means. If an Offeror electronically accepts the RFP, the Offeror acknowledges and accepts full responsibility to insure that no changes are made to the RFP. In the event of a conflict between a version of the RFP in the Offeror’s possession and the Issuing Office’s version of the RFP, the Issuing Office’s version shall govern.
COSTARS PROGRAM.
COSTARS Purchasers. Section 1902 of the Commonwealth Procurement Code, 62 Pa.C.S. § 1902 (“Section 1902”), authorizes local public procurement units and state-affiliated entities (together, “COSTARS Members”) to participate in Commonwealth procurement contracts that the Department of General Services (“DGS”) may choose to make available to COSTARS Members. DGS has identified this Contract as one which will be made available for COSTARS Members’ participation.
A. Only those entities registered with DGS are authorized to participate as COSTARS Members in this Contract. A COSTARS Member may be either a local public procurement unit or a state-affiliated entity.
1. A “local public procurement unit” is:
a) Any political subdivision (local government unit), such as a municipality, school district, or commission;
b) Any public authority (including authorities formed under the Municipality Authorities Act of 1955 or other authorizing legislation, such as the Public Transportation Law or the Aviation Code);
c) Any tax-exempt, nonprofit educational institution or organization;
d) Any tax-exempt, nonprofit public health institution or organization;
e) Any nonprofit fire, rescue, or ambulance company; and
f) Any other entity that spends public funds for the procurement of supplies, services, and construction (such as a council of governments, an area government, or an organization that receives public grant funds).
2. A state-affiliated entity is a Commonwealth authority or other Commonwealth entity that is not a Commonwealth agency. The term includes:
a) The Pennsylvania Turnpike Commission;
b) The Pennsylvania Housing Finance Agency;
c) The Pennsylvania Municipal Retirement System;
d) The Pennsylvania Infrastructure Investment Authority;
e) The State Public School Building Authority;
f) The Pennsylvania Higher Education Facilities Authority, and
g) The State System of Higher Education.
The term does not include any court or other officer or agency of the unified judicial system, the General Assembly and its officers and agencies, any State-related institution, or any Commonwealth executive or independent agencies, boards, or commissions not listed above. Statewide "row" offices, including the Auditor General, Attorney General, and State Treasurer are not State-affiliated entities under the Procurement Code.
However, elements of the court system, the General Assembly, and independent agencies, boards, or commissions have been deemed eligible for COSTARS membership as entities that spend public funds for the procurement of supplies, services, and construction.
3. A complete list of local public procurement units and state-affiliated entities that have registered with DGS and that are authorized to procure items from the Contract can be found at
B. COSTARS Members have the option to purchase from this Contract, from any DGS contract established exclusively for COSTARS Members in accordance with the requirements of Section 1902, from any other cooperative procurement contracts, or from their own procurement contracts established in accordance with the applicable laws governing such procurements. The Contractor understands and acknowledges that there is no guarantee that a COSTARS Member will place an order under this Contract, and that the decision to procure from this Contract is within the sole discretion of each COSTARS Member.
C. DGS is acting as a facilitator for COSTARS Members who may wish to purchase under this Contract. COSTARS Members that participate in this Contract and issue purchase orders (“POs”) to Contractors are third party beneficiaries who have the right to sue and be sued for breach of this Contract without joining the Commonwealth or DGS as a party. The Commonwealth will not intervene in any action between a Contractor and a COSTARS Member unless substantial interests of the Commonwealth are involved.
D. COSTARS Members electing to participate in this Contract will order items directly from the Contractor and be responsible for payment directly to the Contractor.
E. Those Contractors electing to permit COSTARS Members to procure from this Contract shall pay the Required Administrative Fee applicable to the Contractor’s classification:
|Contractor Classification |Required Administrative Fee |
|Department of General Services |$500 |
|Self-Certified Small Business Bidder | |
|All Other Bidders |$1,500 |
1. Each bidder electing to permit COSTARS Members to participate in the Contract must submit the COSTARS Program Election to Participate form with its bid submittal and pay the applicable Administrative Fee upon Contract award in order to sell the awarded items/services to COSTARS Members. If the bidder is a Department of General Services Self-Certified Small Business, a copy of its active Small Business Procurement Initiative (SBPI) certificate must be included with the bid submittal.
2. At the beginning of each Contract year and upon any Contract renewal, the Contractor shall submit a check for the required amount, payable to “Commonwealth of PA”. The Contractor must pay the Administrative Fee at each contract renewal date to continue to sell the awarded items/services to COSTARS Members. If the bidder is a Department of General Services Self-Certified Small Business, a copy of its active SBPI certificate must be included with the Administrative Fee for each contract year and upon each renewal.
F. DGS has registered the COSTARS name and logo (together, the “COSTARS Brand”) as a trademark with the Pennsylvania Department of State. Therefore, the Contractor may use the COSTARS Brand only as permitted under in this Subsection.
1. The Contractor shall pay the Administrative Fee covering its participation in the program, including without limitation any use of the COSTARS Brand, for each year of the Contract period. The fee is payable upon Contract award and prior to the renewal date for each succeeding Contract period.
2. DGS grants the Contractor a nonexclusive license to use the COSTARS Brand, subject to the following conditions:
a) The Contractor agrees not to transfer to any third party, including without limitation any of its subcontractors or suppliers, any privileges it may have to use the COSTARS Brand under this Contract.
b) The Contractor agrees not to use the COSTARS Brand to represent or imply any Commonwealth endorsement or approval of its products or services.
c) The Contractor is permitted to use the COSTARS Brand in broadcast, or Internet media solely in connection with this Contract and any other Contract with the Commonwealth under which it has agreed to make sales to COSTARS Purchasers. The Contractor may use the COSTARS Brand on business cards, brochures, and other print publications so long as the purpose is to identify the Contractor as a COSTARS vendor, and only so long as the required Contract fee is kept current.
d) Should this Contract terminate for any reason, the Contractor agrees promptly to remove the COSTARS Brand from any and all print and electronic media and to refrain from using the COSTARS Brand for any purpose whatsoever from the date of Contract termination forward.
e) The Contractor agrees to defend, indemnify, and hold harmless the Commonwealth of Pennsylvania and DGS from and against all claims, demands, liabilities, obligations, costs, and expenses of any nature whatsoever arising out of or based upon the Contractor’s use of the COSTARS Brand.
f) The Contractor agrees it has no property rights in the use of the COSTARS Brand by virtue of this nonexclusive license. The Contractor expressly waives any claims, including without limitation due process claims that may otherwise be available under the law in the event of any dispute involving these terms of use.
G. The Contractor shall furnish to the DGS COSTARS Program Office a quarterly electronic Contract sales report detailing the previous quarter’s Contract purchasing activity, using the form and in the format prescribed by DGS. The Contractor shall submit its completed quarterly report no later than the fifteenth calendar day of the succeeding Contract quarter.
1. The Contractor shall submit the reports via the web-based COSTARS Suppliers’ Gateway at dgs.state.pa.us/costars. If a Contractor does not have access to the Internet, the Contractor shall send the reports, using the form and in the format prescribed by DGS, on compact disc via US Postal Service to the DGS COSTARS Program Office, Bureau of Procurement, 6th Floor Forum Place, 555 Walnut Street, Harrisburg, PA 17101-1914.
2. For each PO received, the Contractor shall include on the report the name and address of each COSTARS-Registered Purchaser that has used the Contract along with the sales date, and dollar volume of sales to the specific Purchaser for the reporting period.
3. DGS may suspend the Contractor’s participation in the COSTARS Program for failure to provide the Quarterly Sales Report within the specified time.
H. Additional information regarding the COSTARS Program is available on the DGS COSTARS Website at dgs.state.pa.us/costars
1. If the Contractor is aware of any qualified entity not currently registered and wishing to participate in the COSTARS Program, please refer the potential purchaser to the DGS COSTARS Website at dgs.state.pa.us/costars, where it may register by completing the online registration form and receiving DGS confirmation of its registration. To view a list of currently-registered COSTARS member entities, please visit the COSTARS website.
2. Direct all questions concerning the COSTARS Program to:
Department of General Services
COSTARS Program
555 Walnut Street, 6th Floor
Harrisburg, PA 17101
Telephone: 1-866-768-7827
E-mail: GS-PACostars@state.pa.us
Participating Addendum with an External Procurement Activity. Section 1902 of the Commonwealth Procurement Code, 62 Pa.C.S. § 1902, permits external procurement activities to participate in cooperative purchasing agreements for the procurement of services, supplies or construction.
A. Definitions. The following words and phrases have the meanings set forth in this provision:
1. External procurement activity: The term, as defined in 62 Pa. C. S. § 1901, means a “buying organization not located in the Commonwealth [of Pennsylvania] which if located in this Commonwealth would qualify as a public procurement unit [under 62 Pa. C.S. §1901]. An agency of the United States is an external procurement activity.”
2. Participating addendum: A bilateral agreement executed by the Contractor and an external procurement activity that clarifies the operation of the Contract for the external procurement activity concerned. The terms and conditions in any participating addendum shall affect only the procurements of the purchasing entities under the jurisdiction of the external procurement activity signing the participating addendum.
3. Public procurement unit: The term, as defined in 62 Pa. C. S. § 1901, means a “local public procurement unit or purchasing agency.”
4. Purchasing agency: The term, as defined in 62 Pa. C. S. § 103, means a “Commonwealth agency authorized by this part or any other law to enter into contracts for itself or as the agent of another Commonwealth agency.”
B. General. A participating addendum shall incorporate the terms and conditions of the Contract resulting from this RFP. The Contractor shall not be required to enter into any participating addendum.
C. Additional Terms.
1. A participating addendum may include additional terms that are required by the law governing the external procurement activity.
2. A participating addendum may include new, mutually agreed upon terms that clarify ordering procedures specific to a participating external procurement activity.
3. The construction and effect of any participating addendum shall be governed by and construed in accordance with the laws governing the external procurement activity.
4. If an additional term requested by the external procurement activity will result in an increased cost to the Contractor, the Contractor shall adjust its pricing up or down accordingly.
D. Prices.
1. Price adjustment. For any costs affecting the percent markup that the Contractor will or will not incur or that differ from costs incurred or not incurred in the fulfillment of this Contract, the Contractor shall adjust its pricing up or down accordingly. These costs may include, but not be limited to:
a) State and local taxes;
b) Unemployment and workers compensation fees;
c) E-commerce transaction fees; and
d) Costs associated with additional terms, established pursuant to this Part I, Section I-32.
2. The Contractor’s pricing for an external procurement activity shall be firm and fixed for the duration of the initial term of the Contract. After the initial term of the Contract, if the Contract is renewed, the Contractor’s pricing may be adjusted up or down based on market conditions only with the mutual agreement of both the Contractor and any external procurement activity.
E. Usage Reports on External Procurement Activities. The Contractor shall furnish to the Contracting Officer an electronic quarterly usage report, preferably in spreadsheet format no later than the fifteenth calendar day of the succeeding calendar quarter. Reports shall be e-mailed to the Contracting Officer for the Contract. Each report shall indicate the name and address of the Contractor, contract number, period covered by the report, the name of the external procurement activity that has used the Contract and the total volume of sales to the external procurement activity for the reporting period.
F. Electronic Copy of Participating Addendum. The Contractor, upon request of the Contracting Officer, shall submit one electronic copy of the participating addendum to the Contracting Officer within ten days after request.
PART II
PROPOSAL REQUIREMENTS
Offerors must submit their proposals in the format, including heading descriptions, outlined below. To be considered, the proposal must respond to all requirements in this part of the RFP. Offerors should provide any other information thought to be relevant, but not applicable to the enumerated categories, as an appendix to the Proposal. All cost data relating to this proposal and all Small Diverse Business cost data should be kept separate from and not included in the Technical Submittal. Each Proposal shall consist of the following three separately sealed submittals:
A. Technical Submittal, which shall be a response to RFP Part II, Sections II-1 through
II-8;
B. Small Diverse Business participation submittal, in response to RFP Part II, Section II-9; and
C. Cost Submittal, in response to RFP Part II, Section II-10.
The Issuing Office reserves the right to request additional information which, in the Issuing Office’s opinion, is necessary to assure that the Offeror’s competence, number of qualified employees, business organization, and financial resources are adequate to perform according to the RFP.
The Issuing Office may make investigations as deemed necessary to determine the ability of the Offeror to perform the Project, and the Offeror shall furnish to the Issuing Office all requested information and data. The Issuing Office reserves the right to reject any proposal if the evidence submitted by, or investigation of, such Offeror fails to satisfy the Issuing Office that such Offeror is properly qualified to carry out the obligations of the RFP and to complete the Project as specified.
Statement of the Problem. State in succinct terms your understanding of the problem presented or the service required by this RFP.
Management Summary. Include a narrative description of the proposed effort and a list of the items to be delivered or services to be provided.
Work Plan. Describe in narrative form your technical plan for accomplishing the work. Use the task descriptions in Part IV of this RFP as your reference point. Modifications of the task descriptions are permitted; however, reasons for changes should be fully explained. Indicate the number of person hours allocated to each task. Include a Program Evaluation and Review Technique (PERT) or similar type display, time related, showing each event. If more than one approach is apparent, comment on why you chose this approach.
Prior Experience.
State experience in providing customized health risk assessments, biometric screenings and disease management services. Experience shown should be work done by individuals who will be assigned to this project as well as that of your company. Studies or projects referred to must be identified and the name of the customer shown, including the name, address, and telephone number of the responsible official of the customer, company, or agency who may be contacted.
Please provide a brief history of your organization from the time of its establishment through the present date. Identify the owners and officers of your organization and any changes in ownership or key officers in the past three years. Provide any applicable certifications that your organization may have, such as Utilization Review Accreditation Commission (URAC) or National Committee for Quality Assurance (NCQA), and when re-certification is due.
Provide the names of three current client references that have at least one year of experience with your organization. The Commonwealth requests that the references be those that most closely align to the services proposed in response to this RFP, and for customers most closely similar in size and geographic area as the 4,200 enlisted personnel, their spouses and dependents over the age of 18 throughout Pennsylvania.
Describe the competitive advantages of your organization compared to industry peers and how they pertain to the Commonwealth PSP bargaining unit. Describe any investments (capital or other) your organization is making in improving the service, quality and outcomes of care for individuals and clients in the next two years.
Describe experience in:
a. Integrating medical, prescription drug, dental and vision programs into an integrated disease management/wellness care model. Provide examples of current programs, practices and strategic alliances with health plans. The current TPAs are: Highmark for medical, Express Scripts Inc. for prescription, United Concordia for dental and Davis for vision programs. If Offeror has experience with these companies, identify that experience.
b. Integrating a web portal, telephonic support, health assessments, biometric testing results and health coaching into your integrated care model.
c. Utilizing a data warehouse for program administration, monitoring and evaluation of plan effectiveness and efficiency, and identifying candidates for case and disease management.
d. Ensuring the privacy, security, and appropriate use and disclosure of personally identifying information, including Protected Health information and information subject to different or more stringent privacy requirements than HIPAA.
Identify by name any subcontractors you intend to use and the services they will perform. State the experience the subcontractor has in providing the service for which the subcontractor will be utilized. Provide any applicable certifications the subcontractor may have, such as URAC or NCQA, and when re-certification is due.
Personnel. Include the number of executive and professional personnel, analysts, auditors, researchers, programmers, consultants, etc., who will be engaged in the work. Show where these personnel will be physically located during the time they are engaged in the Project.
For key personnel, through a resume or similar document, the Project personnel’s education and experience in:
1. Creation and customization of Health Assessment Questionnaires. Emphasis should be on the effectiveness of the questionnaire to identify health conditions or chronic illnesses, and on the ability of the Offeror to customize the questionnaire to meet the specific needs of a unique group.
2. Operation of biometric screening clinics, including:
a. Registering participants
b. Performing the tests onsite
c. Providing results to participants with explanation
d. Linking results to other components of Wellness Program
3. Providing Disease Management and Wellness Programs, including health coaching.
4. Identifying gaps in coverage.
5. Receiving claims data and organizing it internally.
Key Personnel includes:
1. Implementation Manager/Project Manager
2. Clinical Program Director
3. Licensed Pharmacist
4. Medical Director
5. Quality Management Director
6. Analytics Manager
7. Customer Service Manager
8. Information System Director
9. Communications Director
Provide an organizational chart showing the account management team proposed for the questionnaire, screening and wellness program. Chart should include name, title and office location of each account management team member and how the team structure fits into the contractor’s overall organization. At a minimum, the proposed account team should consist of the following personnel:
1. CEO (or equivalent)
2. COO (or equivalent)
3. Implementation Manager/Project Manager
4. Clinical Program Director
5. Licensed Pharmacist
6. Medical Director
7. Quality Management Director
8. Analytics Manager
9. Customer Service Manager
10. Information System Director
11. Communications Director
Indicate the responsibilities each individual will have in this project and how long each has been with your company. For the implementation team, indicate the relevant experience implementing biometric screening and disease management services, and developing a health questionnaire.
Identify any additional personnel responsible for monitoring the quality management program. Describe the recruitment, hiring and retention programs used for attracting and retaining qualified and licensed staffing.
Describe the relevant licenses staff for your organization, and/or staff for your subcontractors, hold that are required for the provision of the Disease Management/Wellness Program services proposed in your proposal. Alternatively, provide the plan to secure required licenses before effective date of the contract.
Training. If appropriate, indicate recommended training of agency personnel. Include the agency personnel to be trained, the number to be trained, duration of the program, place of training, curricula, training materials to be used, number and frequency of sessions, and number and level of instructors.
Financial Capability. Describe your company’s financial stability and economic capability to perform the contract requirements. Provide your company’s financial statements (audited, if available) for the past three fiscal years. Financial statements must include the company’s Balance Sheet and Income Statement or Profit/Loss Statements. Also include a Dun & Bradstreet comprehensive report, if available. If your company is a publicly traded company, please provide a link to your financial records on your company website in lieu of providing hardcopies. The Commonwealth reserves the right to request additional information it deems necessary to evaluate an Offeror’s financial capability.
Objections and Additions to Contract Terms and Conditions. The Offeror will identify which, if any, of the terms and conditions (contained in Appendix A) it would like to negotiate and what additional terms and conditions the Offeror would like to add to the contract terms and conditions. The Offeror’s failure to make a submission under this paragraph will result in its waiving its right to do so later, but the Issuing Office may consider late objections and requests for additions if to do so, in the Issuing Office’s sole discretion, would be in the best interest of the Commonwealth. The Issuing Office may, in its sole discretion, accept or reject any requested changes to the contract terms and conditions. The Offeror shall not request changes to the other provisions of the RFP, nor shall the Offeror request to completely substitute its own terms and conditions for Appendix A. All terms and conditions must appear in one integrated contract. The Issuing Office will not accept references to the Offeror’s, or any other, online guides or online terms and conditions contained in any proposal.
Regardless of any objections set out in its proposal, the Offeror must submit its proposal, including the cost proposal, on the basis of the terms and conditions set out in Appendix A. The Issuing Office will reject any proposal that is conditioned on the negotiation of the terms and conditions set out in Appendix A or to other provisions of the RFP as specifically identified above.
Small Diverse Business Participation Submittal.
A. To receive credit for being a Small Diverse Business or for subcontracting with a Small Diverse Business (including purchasing supplies and/or services through a purchase agreement), an Offeror must include proof of Small Diverse Business qualification in the Small Diverse Business participation submittal of the proposal, as indicated below:
A Small Diverse Business verified by BSBO as a Small Diverse Business must provide a photocopy of their verification letter.
B. In addition to the above verification letter, the Offeror must include in the Small Diverse Business participation submittal of the proposal the following information:
1. All Offerors must include a numerical percentage which represents the total percentage of the work (as a percentage of the total cost in the Cost Submittal) to be performed by the Offeror and not by subcontractors and suppliers.
2. All Offerors must include a numerical percentage which represents the total percentage of the total cost in the Cost Submittal that the Offeror commits to paying to Small Diverse Businesses (SDBs) as subcontractors. To support its total percentage SDB subcontractor commitment, Offeror must also include:
a) The percentage and dollar amount of each subcontract commitment to a Small Diverse Business;
b) The name of each Small Diverse Business. The Offeror will not receive credit for stating that after the contract is awarded it will find a Small Diverse Business.
c) The services or supplies each Small Diverse Business will provide, including the timeframe for providing the services or supplies.
d) The location where each Small Diverse Business will perform services.
e) The timeframe for each Small Diverse Business to provide or deliver the goods or services.
f) A subcontract or letter of intent signed by the Offeror and the Small Diverse Business (SDB) for each SDB identified in the SDB Submittal. The subcontract or letter of intent must identify the specific work, goods or services the SDB will perform, how the work, goods or services relates to the project, and the specific timeframe during the term of the contract and any option/renewal periods when the work, goods or services will be performed or provided. In addition, the subcontract or letter of intent must identify the fixed percentage commitment and associated estimated dollar value that each SDB will receive based on the total value of the initial term of the contract as provided in the Offeror's Cost Submittal. Attached is a letter of intent template which may be used to satisfy these requirements.
g) The name, address and telephone number of the primary contact person for each Small Diverse Business.
3. The total percentages and each SDB subcontractor commitment will become contractual obligations once the contract is fully executed.
4. The name and telephone number of the Offeror’s project (contact) person for the Small Diverse Business information.
C. The Offeror is required to submit two copies of its Small Diverse Business participation submittal. The submittal shall be clearly identified as Small Diverse Business information and sealed in its own envelope, separate from the remainder of the proposal.
D. A Small Diverse Business can be included as a subcontractor with as many prime contractors as it chooses in separate proposals.
E. An Offeror that qualifies as a Small Diverse Business and submits a proposal as a prime contractor is not prohibited from being included as a subcontractor in separate proposals submitted by other Offerors.
Cost Submittal. The information requested in this Part II, Section II-10 shall constitute the Cost Submittal. Complete and submit Appendix G – Cost Matrix, as your Cost Submittal. The Cost Submittal shall be placed in a separate sealed envelope within the sealed proposal, separated from the technical submittal. The total proposed cost shall be broken down into the following component: Administration fee per employee/per month (rate must be inclusive of all services; including but not limited to administrative services such as communications, customer service, claims processing, reporting, and processing of interface files). Offerors should not include any assumptions in their cost submittals. If the Offeror includes assumptions in its cost submittal, the Issuing Office may reject the proposal. Offerors should direct in writing to the Issuing Office pursuant to Part I, Section I-9, of this RFP any questions about whether a cost or other component is included or applies. All Offerors will then have the benefit of the Issuing Office’s written answer so that all proposals are submitted on the same basis.
The Issuing Office will reimburse the selected Offeror for work satisfactorily performed after execution of a written contract and the start of the contract term, in accordance with contract requirements, and only after the Issuing Office has issued a notice to proceed.
Domestic Workforce Utilization Certification. Complete and sign the Domestic Workforce Utilization Certification contained in Appendix B of this RFP. Offerors who seek consideration for this criterion must submit in hardcopy the signed Domestic Workforce Utilization Certification Form in the same sealed envelope with the Technical Submittal.
COSTARS Program Election to Participate. Offerors electing to permit COSTARS members to participate in this Contract should complete and sign the COSTARS Program Election to Participate form contained in Appendix C of this RFP. If the Offeror is asserting that it is a Department of General Services Certified Small Business, also provide an active Department of General Services Small Business Certification. Submit the form and the certification, as applicable, in the same sealed envelope with the Technical Submittal only if the Offeror elects to participate in the program.
PART III
CRITERIA FOR SELECTION
Mandatory Responsiveness Requirements. To be eligible for selection, a proposal must be:
A. Timely received from an Offeror;
B. Properly signed by the Offeror.
Technical Nonconforming Proposals. The two (2) Mandatory Responsiveness Requirements set forth in Section III-1 above (A-B) are the only RFP requirements that the Commonwealth will consider to be non-waivable. The Issuing Office reserves the right, in its sole discretion, to (1) waive any other technical or immaterial nonconformities in an Offeror’s proposal, (2) allow the Offeror to cure the nonconformity, or (3) consider the nonconformity in the scoring of the Offeror’s proposal.
Evaluation. The Issuing Office has selected a committee of qualified personnel to review and evaluate timely submitted proposals. Independent of the committee, BSBO will evaluate the Small Diverse Business participation submittal and provide the Issuing Office with a rating for this component of each proposal. The Issuing Office will notify in writing of its selection for negotiation the responsible Offeror whose proposal is determined to be the most advantageous to the Commonwealth as determined by the Issuing Office after taking into consideration all of the evaluation factors.
Evaluation Criteria. The following criteria will be used in evaluating each proposal:
A. Technical: The Issuing Office has established the weight for the Technical criterion for this RFP as 50% of the total points. Evaluation will be based upon the following in order of importance: Soundness of Approach, Personnel Qualifications, Offeror Qualifications and Understanding of the Problem. The final Technical scores are determined by giving the maximum number of technical points available to the proposal with the highest raw technical score. The remaining proposals are rated by applying the Technical Scoring Formula set forth at the following webpage: .
B. Cost: The Issuing Office has established the weight for the Cost criterion for this RFP as 30% of the total points. The cost criterion is rated by giving the proposal with the lowest total cost the maximum number of Cost points available. The remaining proposals are rated by applying the Cost Formula set forth at the following webpage:
C. Small Diverse Business Participation:
BSBO has established the weight for the Small Diverse Business (SDB) participation criterion for this RFP as 20 % of the total points. Each SDB participation submittal will be rated for its approach to enhancing the utilization of SDBs in accordance with the below-listed priority ranking and subject to the following requirements:
1. A business submitting a proposal as a prime contractor must perform 60% of the total contract value to receive points for this criterion under any priority ranking.
2. To receive credit for an SDB subcontracting commitment, the SDB subcontractor must perform at least fifty percent (50%) of the work subcontracted to it.
3. A significant subcontracting commitment is a minimum of five percent (5%) of the total contract value.
4. A subcontracting commitment less than five percent (5%) of the total contract value is considered nominal and will receive reduced or no additional SDB points depending on the priority ranking.
Priority Rank 1: Proposals submitted by SDBs as prime offerors will receive 150 points. In addition, SDB prime offerors that have significant subcontracting commitments to additional SDBs may receive up to an additional 50 points (200 points total available).
Subcontracting commitments to additional SDBs are evaluated based on the proposal offering the highest total percentage SDB subcontracting commitment. All other Offerors will be scored in proportion to the highest total percentage SDB subcontracting commitment within this ranking. See formula below.
Priority Rank 2: Proposals submitted by SDBs as prime contractors, with no or nominal subcontracting commitments to additional SDBs, will receive 150 points.
Priority Rank 3: Proposals submitted by non-small diverse businesses as prime contractors, with significant subcontracting commitments to SDBs, will receive up to 100 points. Proposals submitted with nominal subcontracting commitments to SDBs will receive points equal to the percentage level of their total SDB subcontracting commitment.
SDB subcontracting commitments are evaluated based on the proposal offering the highest total percentage SDB subcontracting commitment. All other Offerors will be scored in proportion to the highest total percentage SDB subcontracting commitment within this ranking. See formula below.
Priority Rank 4: Proposals by non-small diverse businesses as prime contractors with no SDB subcontracting commitments shall receive no points under this criterion.
To the extent that there are multiple SDB Participation submittals in Priority Rank 1 and/or Priority Rank 3 that offer significant subcontracting commitments to SDBs, the proposal offering the highest total percentage SDB subcontracting commitment shall receive the highest score (or additional points) available in that Priority Rank category and the other proposal(s) in that category shall be scored in proportion to the highest total percentage SDB subcontracting commitment. Proportional scoring is determined by applying the following formula:
SDB % Being Scored x Points/Additional = Awarded/Additional
Highest % SDB Commitment Points Available* SDB Points
Priority Rank 1 = 50 Additional Points Available
Priority Rank 3 = 100 Total Points Available
Please refer to the following webpage for an illustrative chart which shows SDB scoring based on a hypothetical situation in which the Commonwealth receives proposals for each Priority Rank:
D. Domestic Workforce Utilization: Any points received for the Domestic Workforce Utilization criterion are bonus points in addition to the total points for this RFP. The maximum amount of bonus points available for this criterion is 3% of the total points for this RFP.
To the extent permitted by the laws and treaties of the United States, each proposal will be scored for its commitment to use domestic workforce in the fulfillment of the contract. Maximum consideration will be given to those Offerors who will perform the contracted direct labor exclusively within the geographical boundaries of the United States or within the geographical boundaries of a country that is a party to the World Trade Organization Government Procurement Agreement. Those who propose to perform a portion of the direct labor outside of the United States and not within the geographical boundaries of a party to the World Trade Organization Government Procurement Agreement will receive a correspondingly smaller score for this criterion. See the following webpage for the Domestic Workforce Utilization Formula:
. Offerors who seek consideration for this criterion must submit in hardcopy the signed Domestic Workforce Utilization Certification Form in the same sealed envelope with the Technical Submittal. The certification will be included as a contractual obligation when the contract is executed.
Offeror Responsibility. To be responsible, an Offeror must submit a responsive proposal and possess the capability to fully perform the contract requirements in all respects and the integrity and reliability to assure good faith performance of the contract.
In order for an Offeror to be considered responsible for this RFP and therefore eligible for selection for best and final offers or selection for contract negotiations:
A. The total score for the technical submittal of the Offeror’s proposal must be greater than or equal to 70% of the available technical points; and
B. The Offeror’s financial information must demonstrate that the Offeror possesses the financial capability to assure good faith performance of the contract. The Issuing Office will review the Offeror’s previous three financial statements, any additional information received from the Offeror, and any other publicly-available financial information concerning the Offeror, and assess each Offeror’s financial capacity based on calculating and analyzing various financial ratios, and comparison with industry standards and trends.
An Offeror which fails to demonstrate sufficient financial capability to assure good faith performance of the contract as specified herein may be considered by the Issuing Office, in its sole discretion, for Best and Final Offers or contract negotiation contingent upon such Offeror providing contract performance security for the first contract year cost proposed by the Offeror in a form acceptable to the Issuing Office. Based on the financial condition of the Offeror, the Issuing Office may require a certified or bank (cashier’s) check, letter of credit, or a performance bond conditioned upon the faithful performance of the contract by the Offeror. The required performance security must be issued or executed by a bank or surety company authorized to do business in the Commonwealth. The cost of the required performance security will be the sole responsibility of the Offeror and cannot increase the Offeror’s cost proposal or the contract cost to the Commonwealth.
Further, the Issuing Office will award a contract only to an Offeror determined to be responsible in accordance with the most current version of Commonwealth Management Directive 215.9, Contractor Responsibility Program.
Final Ranking and Award.
A. After any best and final offer process conducted, the Issuing Office will combine the evaluation committee’s final technical scores, BSBO’s final small diverse business participation scores, the final cost scores, and (when applicable) the domestic workforce utilization scores, in accordance with the relative weights assigned to these areas as set forth in this Part.
B. The Issuing Office will rank responsible offerors according to the total overall score assigned to each, in descending order.
C. The Issuing Office must select for contract negotiations the offeror with the highest overall score; PROVIDED, HOWEVER, THAT AN AWARD WILL NOT BE MADE TO AN OFFEROR WHOSE PROPOSAL RECEIVED THE LOWEST TECHNICAL SCORE AND HAD THE LOWEST COST SCORE OF THE RESPONSIVE PROPOSALS RECEIVED FROM RESPONSIBLE OFFERORS. IN THE EVENT SUCH A PROPOSAL ACHIEVES THE HIGHEST OVERALL SCORE, IT SHALL BE ELIMINATED FROM CONSIDERATION AND AWARD SHALL BE MADE TO THE OFFEROR WITH THE NEXT HIGHEST OVERALL SCORE.
D. The Issuing Office has the discretion to reject all proposals or cancel the request for proposals, at any time prior to the time a contract is fully executed, when it is in the best interests of the Commonwealth. The reasons for the rejection or cancellation shall be made part of the contract file.
PART IV
WORK STATEMENT
Objectives.
A. General. The Offeror must create a wellness/disease management program for Pennsylvania State Police Enlisted Members that includes: 1) annual Biometric Screenings, 2) an online and customizable annual Health Risk Questionnaire, and 3) Wellness/Disease Management programs. Offeror must be able to integrate data from health care Third Party Administrators (TPA) in order to identify gaps in care and communicate such gaps to health care providers and State Police Enlisted Members.
B. Specific. The Offeror must create and administer a Disease Management and Wellness Program for roughly 4,200 State Police Enlisted Members and their spouses and dependent children who are over age 18 (approximately 9,400 dependents). Total population of Enlisted Members and dependents is hereinafter referred to as “participants.” The program must, at a minimum, consist of the following:
1. A customizable annual health risk questionnaire to be conducted for enlisted personnel, their spouses and dependent children over the age of 18. The questionnaire must be available online, and the information must be kept confidential. The Offeror must communicate to the commonwealth only whether the enlisted personnel (and spouse/dependents, if applicable) have completed the health risk questionnaire.
2. Biometric Screening (height, weight, blood pressure, waist circumference, non-fasting cholesterol and glucose levels) for all enlisted personnel will be conducted annually. The screening shall be conducted at Mandatory In-Service Training (MIST) for enlisted personnel. MIST training is required annual training for all State Police enlisted members. Roughly 200 MIST training sessions are conducted each year, through the months of September to January, at nine different locations across the state. Enlisted personnel must also have the opportunity to have the screening completed by their own primary care physician if unable to attend MIST. Selected Offeror will not be responsible for the cost of the screening when a participant receives the screening from their primary care physician. The Offeror must create a standardized form that could be used at screenings that are being conducted by the Selected Offeror during MIST or a primary care physician’s office. The information found at the screening is to be provided to the enlisted member only. It will not be transmitted to the commonwealth or any other party, but will be only maintained by the vendor (and/or subcontractors only as necessary) for the purpose of this wellness program.
3. Disease Management and/or Wellness Programs must be made available by the Offeror for any enlisted personnel (and spouse/dependents, if applicable) if the result of the health assessment, screening and claims data shows the person to have, or be at risk for, a serious and/or chronic disease and/or medical condition. Optional programs for healthy enlisted personnel must be made available as well. The programs must be based upon information that is obtained from the health questionnaire and medical claims data. Details of participation must be kept confidential. The Offeror must communicate to the commonwealth only whether the enlisted personnel have cooperated with the applicable disease management/wellness program (for participants categorized as at-risk or chronic), based upon claims data, biometric screening, and the health questionnaire. Cooperation for these individuals is defined to mean active participation in and completion of the program. Information regarding spouse/dependent participation will not be sent to the commonwealth.
4. The Offeror must be able to receive and integrate data from the commonwealth’s health plan third party administrators (medical, prescription, dental and vision).
The data must be analyzed to identify conditions for disease management and gaps in care. Once identified, the Offeror must communicate the gap in care to the appropriate health care provider and member.
The Offeror must enter into an agreement with Highmark in order to access medical claims data. The attached Bilateral Agreement (Appendix I), or an agreement which is substantially the same, is to be used for that purpose.
5. The Offeror will transmit to the Commonwealth in January of each year (beginning January of 2016) reports indicating whether or not Enlisted Personnel have successfully participated in the questionnaire, the screening, and in any applicable disease management/wellness program. For the 2015 calendar year, successful participation is having the biometric screening done and completing the health risk questionnaire. For every year thereafter, successful participation is completing the questionnaire, having the biometric screening done, and completion of any applicable wellness/disease management program (where indicated).
Nature and Scope of the Project. Biometric screening, health questionnaire and disease management/wellness programs must be offered to approximately 4,200 enlisted personnel and their spouses and dependents (age 18 and over). Such personnel report to various worksites across the commonwealth. Disease management programs must be made available to personnel and dependents that are found to be at risk, or are diagnosed as having a chronic illness and/or medical condition.
Requirements. The Selected Offeror must administer biometric screenings, create an online health questionnaire and carry out wellness/disease management programs for those found to be at risk for, or have a chronic illness and/or medical condition. Results of the health questionnaire and information obtained in the course of participation in the wellness/disease management program must be held confidentially, as compliant with the Health Insurance Privacy and Portability Act (HIPPA) and its regulations. Whether enlisted personnel have successfully participated in the program must be communicated to the Office of Administration.
A. Customizable Online Questionnaire. The online questionnaire must be customizable and designed to identify existing and emerging health issues, and provide a baseline for improving health. The questionnaire must contain sufficiently plain language that is understandable by participants without assistance from medical personnel.
B. Biometric Screening. Biometric screening must include height, weight, blood pressure, waist circumference and non-fasting cholesterol and glucose levels. Results from screening will be provided to the participant with an explanation of what are normal levels and where the participant’s results appear. The participant should then be directed to discuss the results with his or her own primary care physician.
C. Wellness. Wellness Programs must, at a minimum, include health coaching. Health coaching is to be made available for those found to have, or be at risk for a chronic illness and/or medical condition. Health coaching must be conducted by advisors with appropriate certifications and trainings as required by law and as necessary to provide effective advice to participants. Health coaching programs must include direction on ways to address the identified risk and/or medical condition, provide answers to questions participants may have regarding their health, provide recommendations on seeking medical care as needed, discuss progress the participant has made with respect to an identified condition or risk. Offerors may suggest wellness programs in addition to health coaching that may be effective at improving the health of participants and reducing healthcare costs.
D. Compliance with law. Selected Offeror must maintain compliance with all applicable State and Federal laws and regulations, including, but not limited to, HIPAA, GINA, ADA, ERISA, COBRA, etc. Selected Offeror will be a Business Associate to the PSP Health Benefits Program; the terms of the attached Business Associate Agreement (Appendix A) will apply.
E. Electronic Exchange Requirements. The selected Offeror shall accept weekly activity and match files, along with a quarterly full file match electronic eligibility/enrollment interface files from the Commonwealth, in the Commonwealth’s standard format. The activity and full file match files will be stored in a secured FTP (File Transfer Protocol) subdirectory on the Commonwealth’s public server that is accessible over the Internet using a Web browser or an FTP Client. The selected Offeror must apply the Commonwealth’s activity interface file to its eligibility system within two (2) business days of receipt of such file(s). The full file match interface file must be applied within ten (10) business days.
1. Weekly Activity/Match Files. The selected Offeror shall accept a weekly activity file and match file from the Commonwealth, in the Commonwealth’s standard format as specified in Appendix E. The match file will list employees and dependents that are eligible for the Plan. The activity file will show any activity and/or change that will have occurred in the past week for those in the Plan. These files will be made available on a weekly basis. The activity file will be placed on the server over the weekend and will be available for selected Offeror’s pick-up on Monday mornings. Offerors must acknowledge its ability to receive this data and to apply this file to its enrollment database within two (2) business days. This includes terminating those members no longer eligible for the Plan.
2. Quarterly Full File Match. The selected Offeror shall accept a quarterly full file from the Commonwealth. Appendix F includes the data layout that the Commonwealth will provide. The full file batch file will be made available on the first Saturday of the quarter. Offerors must acknowledge its ability to receive this data and to complete the full file match within ten (10) business days.
3. The selected Offeror is responsible for picking up the data file(s) at the prescribed time(s). The Commonwealth Technology Center (CTC) will notify the selected Offeror when circumstances prevent delivery of the file at the prescribed time. If the selected Offeror chooses, CTC will notify the selected Offeror via e-mail when the file(s) is available. The selected Offeror must retrieve the file within the timeframe described above.
4. The selected Offeror will also have to work with the other TPA’s for State Police medical, prescription, dental and vision benefits in order to ensure the secure receipt of ongoing files containing claims data. The Offeror should explain the data elements needed to provide wellness programs to participants and the frequency with which such files will be needed from the commonwealth’s TPAs. Initial claims information, in a de-identified format, is included as Appendix H.
F. Emergency Preparedness. To support continuity of operations during an emergency, including a pandemic, the Commonwealth needs a strategy for maintaining operations for an extended period of time. One part of this strategy is to ensure that essential contracts that provide critical business services to the Commonwealth have planned for such an emergency and put contingencies in place to provide needed goods and services.
1. Describe how you anticipate such a crisis will impact your operations.
2. Describe your emergency response continuity of operations plan. Please attach a copy of your plan, or at a minimum, summarize how your plan addresses the following aspects of pandemic preparedness:
a) Employee training (describe your organization’s training plan, and how frequently your plan will be shared with employees)
b) Identified essential business functions and key employees (within your organization) necessary to carry them out
c) Contingency plans for:
i. How your organization will handle staffing issues when a portion of key employees are incapacitated due to illness.
ii. How employees in your organization will carry out the essential functions if contagion control measures prevent them from coming to the primary workplace.
d) How your organization will communicate with staff and suppliers when primary communications systems are overloaded or otherwise fail, including key contacts, chain of communications (including suppliers), etc.
e) How and when your emergency plan will be tested, and if the plan will be tested by a third-party.
Tasks.
A. General.
1. State the complete name and address of the organization with whom the proposed disease management/wellness program contract would be written.
2. Provide the location address for the service center where each of the proposed services will be delivered.
B. Implementation.
1. Identify the challenges anticipated in implementing the disease management wellness programs. Be specific in the description of challenges and proposals to minimize or eliminate those challenges.
2. Describe your plan to transfer active and open cases to your care coordination staff.
3. Describe the quality testing and measurements used to evaluate the implementation process and to detect program defects prior to January 1, 2016.
4. Identify steps that must be taken to monitor and ensure coverage for all program components in rural and remote geographies.
5. Include timeframe and key steps involved in setting up receipt of data from the medical, prescription, dental and vision TPAs, and ensuring the ongoing privacy and security of the data.
6. Describe the plan for coordinating with MIST training sites to conduct biometric screenings.
7. Identify target dates for initial communication plan, including reminders. Build such communication plan around the expectation that screening will be provided at MIST Training, which is conducted annually from September through January. Include alerts to participants of non-compliance.
C. Service to Participants.
1. Offeror must have designated customer service representatives (CSRs) to support the Commonwealth’s account for the life of the contract.
a. Provide the location of the call center that will service the participants and health providers and confirm that all participant inquiries will be handled from this call center. Explain back up plan in the event that the call center becomes understaffed, such as in the case of a snow event effecting the location of the call center but not the entirety of Pennsylvania.
b. Provide the turnover ratio for the primary call center for 2013 and 2014 YTDs, respectively, where Commonwealth participants will be managed. Provide the average tenure of the proposed Commonwealth’s dedicated CSR team.
c. Describe the level of education, experience and licensing of those making calls. Explain whether it is RNs, LPNs, pharmacists, or other levels of care providers making the health coaching calls.
d. Describe services and tools to support hearing impaired callers.
e. Provide the average length of call for both outbound and inbound calls. Provide the average speed of answer for inbound calls.
f. Describe how consistency and accuracy of information provided by CSRs is maintained.
2. The selected Offeror must be responsible for quality management.
a. Describe the quality management programs used to evaluate staff competencies and coverage by discipline for each of the proposed programs.
b. Confirm that all participant calls for the Commonwealth’s program will be recorded for training and quality management purposes.
c. Describe the frequency of quality assurance monitoring, and the reporting tools available.
3. The selected Offeror must provide web-based services to participants.
a. Describe the types of programs that participants are able to partake in online. Provide an overview of the approach taken for online programs to effectively assist with disease management.
b. Provide a link to a viewable test website for the online service for participants.
c. Describe any smart-phone applications that are available.
D. Health Assessment Questionnaire.
1. Confirm that your organization has the capacity to provide a customizable online health risk assessment for participants to complete. Provide a printed sample and describe the customization options to tailor the online tool for State Police enlisted personnel and their dependents.
2. Describe how the questionnaire is then utilized to determine whether there is a identified or potential risk of a chronic disease and/or medical condition, and how the data from the questionnaire is used to connect the participant to an appropriate disease management/wellness program.
3. Provide a test website that can be used to go through a sample questionnaire.
4. Confirm that the website is ADA compliant. (JAWS compatibility preferred.)
E. Disease Management/Wellness Model.
1. Describe in detail the capacity you have for developing customized, innovative disease management programs, including health coaching.
2. Describe how your program is able to engage participants in proactively managing their health.
3. A de-identified data set is available for proposal preparation for Offerors signing the Non-Disclosure Agreement in Appendix H. Describe what diseases will be managed. Additionally, based upon the initial data included in the data accessible through Appendix H, explain the gaps in care for each disease/condition that would be recommended for monitoring.
4. Describe how your program can drive a reduction in costs for healthcare and can demonstrate measurable improved health outcomes for participants.
5. Describe how predictive modeling is used to identify individuals, including those applicable dependents that are best candidates for disease management. Describe how disease management can reach and meet the needs of a population that resides largely (though not entirely) in rural and remote areas.
6. Describe the prevention, health promotion and health education initiatives you would consider important to the Commonwealth’s population. Include proposed methods for assessment and care planning for participants in disease management modules, and how discharges and transitions between modules will be managed.
7. Describe how individuals will be targeted for appropriate services and your organization’s methods for engaging identified participants.
8. Provide a schematic diagram of your proposed Disease Management model. Include in this schematic the core service available to participants.
F. Integration Capabilities.
1. Describe strategies proposed to collaborate with providers.
2. Describe how pharmacy/pharmacist services are utilized to identify and intervene with high-risk members across all clinical programs.
G. Information Systems, Data and Reporting.
1. Provide a description of your information systems architecture, including:
a. Explanation of the approach used to staff and source information technology.
b. Identification of third party information technology such as data centers, cloud providers, hosted software, managed service providers.
c. Identification of major application systems that support the tasks required by this RFP, especially medical management. Include how long the application has been in production.
d. Describe hardware and software platform architecture. Include methods available for accessing the application (online, offline sync), the database platform, its update cycle, primary system features, and how it supports medical management.
e. Describe what customizations will be necessary and how the system will be adapted to meet client requirements.
f. Describe how information systems support the performance and impact of care coordination and management programs. Explain the strategic view of the use of analytics and its use to support medical management, identifying any information feeds and refresh intervals from other systems/third parties that populate the analysis system.
g. Describe the system’s security features/capabilities, making specific reference to maintaining compliance with law, including HIPAA. Describe any certifications, risk assessments and security testing/auditing done by your organization.
h. Describe how the system will integrate and coordinate across all service settings to obtain the best efficiency and seamless management.
2. The selected Offeror will supply the Commonwealth access to view de-identified claims through its medical management reporting systems. This includes electronic reporting and training on-site as needed to manage these programs.
3. Describe the capacity to accurately track members’ participation and completion of programs.
H. Communication.
1. Describe the overall approach to communicating program requirements to participants. Provide an explanation of all mediums of communication that will be used, i.e. home mailing, e-mail, etc. Include samples of communication materials.
2. Describe the way in which your organization will identify participants that are not compliance. Describe how participants will receive a warning(s) of non-compliance.
3. Confirm agreement that the Office of Administration will approve any communications to members prior to use.
Service Level Agreements. The Commonwealth has developed minimum Service Level Agreements (SLA), defined below, which the selected Offeror is expected to meet, or exceed, in order to be in good standing on the Contract and to ensure that the processes most vital to administering the wellness program are completed on time and without error. Offerors shall describe its ability to commit to meeting or exceeding these minimum SLAs. The selected Offeror will submit a report confirming the SLAs have been met within ten (10) business days of the completion of each quarter. For any SLA that is not met, liquidated damages will be assessed, via invoice or by payment withholding, as follows.
|Performance Metric |Target |Description |Calculation |Frequency of Review |Liquidated Damages |
|Abandonment Call Rate |Less than 2% |Maintain abandon rate of less|Incoming calls minus |Quarterly |$2,500.00 |
| | |than 2%. |the number of calls not| | |
| | | |answered. | | |
|Interface Files Receipt|Within 2 business |Interface files must be |Total number of days |Quarterly |$2,500.00 |
|Rate |days of receipt. |applied to vendor’s |from when file in | | |
| | |eligibility system within 2 |picked up from vendor | | |
| | |business days of receipt of |from when file is | | |
| | |files. |applied to eligibility | | |
| | | |system. | | |
|Performance Reporting |Within one week of |Will provide reports on SLAs |Required due date minus|Quarterly |$1,000.00 |
|Requirements |required date. |within one week of due date |7 days. | | |
|Notice to non-compliant|90% non-compliant |All members not-compliant |Date Commonwealth |Quarterly |$1,000.00 |
|members |members receive one |with the program will receive|notified participant | | |
| |month notice |one month of notice prior to |did not comply minus 30| | |
| | |the Commonwealth receiving |days. | | |
| | |indication a member is not | | | |
| | |participating. | | | |
|Wait time at screening |95% of participants |Participants wait no longer |Time participant signs |Quarterly |$2,500.00 |
| |will receive |than 15 minutes to receive |in for screening to | | |
| |screening results |results once having signed |time participants | | |
| |within 15 minutes of |in at a screening site |receives screening | | |
| |appearing at |managed by Offeror |results | | |
| |screening site | | | | |
|Reduction in gaps in |Average Gaps in Care |Claims data for one year will|The average Gaps in |Annually |$10,000.00 |
|care |will be reduced by |be compared to the following |Care in Year 2 must be | | |
| |20% |year to see if gaps in care |less than equal to than| | |
| | |was reduced |Gaps in Care from Year | | |
| | | |1 multiplied by .80. | | |
| |95% |Vendor will process 95% of |Total number of all |Quarterly |$2,500.00 |
| | |all transactions accurately. |claims multiplied by | | |
| | | |.95. | | |
Reports and Project Control.
A. Task Plan. A work plan for each task that identifies the work elements of each task, the resources assigned to the task, and the time allotted to each element and the deliverable items to be produced. Where appropriate, a PERT or GANTT chart display should be used to show project, task, and time relationship.
B. Status Report. A periodic progress report covering activities, problems and recommendations. This report should be keyed to the work plan the Offeror developed in its proposal, as amended or approved by the Issuing Office.
C. Problem Identification Report. An “as required” report, identifying problem areas. The report should describe the problem and its impact on the overall project and on each affected task. It should list possible courses of action with advantages and disadvantages of each, and include Offeror recommendations with supporting rationale.
D. Service Level Agreements Report. A quarterly report that shows performance under each performance metric for purposes of assessing liquidated damages.
E. Gaps in Care. An annual report that shows the average gaps in care for the prior measuring period. The measuring period will be August 1 to July 31 of each year of the program. The initial Gaps in Care report will serve as the pre-program baseline and will be developed using claims data from August 1, 2014 to July 31, 2015. The initial Gaps in Care report will be used to compare to the Year 1 Gaps in Care report to determine whether or not the Performance Metric in the Service Level Agreement has been met in the first year of the program.
Contract Requirements—Small Diverse Business Participation.
All contracts containing Small Diverse Business participation must also include a provision requiring the selected contractor to meet and maintain those commitments made to Small Diverse Businesses at the time of proposal submittal or contract negotiation, unless a change in the commitment is approved by the BSBO. All contracts containing Small Diverse Business participation must include a provision requiring Small Diverse Business subcontractors to perform at least 50% of the subcontracted work.
The selected contractor’s commitments to Small Diverse Businesses made at the time of proposal submittal or contract negotiation shall, to the extent so provided in the commitment, be maintained throughout the term of the contract and through any renewal or extension of the contract. Any proposed change must be submitted to BSBO, which will make a recommendation to the Contracting Officer regarding a course of action.
If a contract is assigned to another contractor, the new contractor must maintain the Small Diverse Business participation of the original contract.
The selected contractor shall complete the Prime Contractor’s Quarterly Utilization Report (or similar type document containing the same information) and submit it to the contracting officer of the Issuing Office and BSBO within 10 workdays at the end of each quarter the contract is in force. This information will be used to determine the actual dollar amount paid to Small Diverse Business subcontractors and suppliers. Also, this information will serve as a record of fulfillment of the commitment the selected contractor made and for which it received Small Diverse Business participation points. If there was no activity during the quarter then the form must be completed by stating “No activity in this quarter.”
NOTE: EQUAL EMPLOYMENT OPPORTUNITY AND CONTRACT COMPLIANCE STATEMENTS REFERRING TO COMPANY EQUAL EMPLOYMENT OPPORTUNITY POLICIES OR PAST CONTRACT COMPLIANCE PRACTICES DO NOT CONSTITUTE PROOF OF SMALL DIVERSE BUSINESS STATUS OR ENTITLE AN OFFEROR TO RECEIVE CREDIT FOR SMALL DIVERSE BUSINESS UTILIZATION.
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