Eligibility Support Services

Agency: State Government of Arkansas
State: Arkansas
Type of Government: State & Local
NAICS Category:
  • 541611 - Administrative Management and General Management Consulting Services
  • 541990 - All Other Professional, Scientific, and Technical Services
  • 561110 - Office Administrative Services
  • 561210 - Facilities Support Services
Posted Date: Apr 3, 2024
Due Date: May 8, 2024
Solicitation No: 710-23-074
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
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description agency opening date/time bid number buyer
Eligibility Support Services Arkansas Department of Human Services 05/08/2024 02:00 PM CDT 710-23-074

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STATE OF ARKANSAS
Department of Human Services
Office of Procurement
700 Main Street
Little Rock, Arkansas 72201
REQUEST FOR PROPOSAL
RFP SOLICITATION DOCUMENT
SOLICITATION INFORMATION
Solicitation Number: 710-23-074
Solicitation Issued: April 3, 2024
Description:
Eligibility Support Services
Agency:
Department of Human Services, Division of County Operations
Proposal Submission
Date and Time:
SUBMISSION DEADLINE
May 8, 2024, 1:00 p.m.,
Central Time
Proposal Opening
Date and Time:
May 8, 2024, 2:00 p.m., Central
Time
Proposals shall not be accepted after the designated bid opening date and time. In accordance with Arkansas Procurement Law and
Rules, it is the responsibility of Contractors to submit proposals at the designated location on or before the bid opening date and time.
Proposals received after the designated bid opening date and time shall be considered late and shall be returned to the Contractor
without further review. It is not necessary to return no bidsto the Office of Procurement (OP).
Drop off Address:
United States mail
(USPS):
DELIVERY OF RESPONSE DOCUMENTS
Arkansas Department of Human Services
Attn: Office of Procurement
700 Main Street
Little Rock, AR 72201
Note: Hand deliveries of packages must be delivered directly to the security desk otherwise these
deliveries will not be accepted and may be grounds for disqualification.
Arkansas Department of Human Services
Attn: Office of Procurement
P.O. Box 1437 Slot W345
Little Rock, AR 72203-1437
Commercial Carrier
(UPS, FedEx or
USPS Exp):
Arkansas Department of Human Services
Attn: Office of Procurement
112 West 8th Street, Slot W345
Little Rock, AR 72201
Proposal’s Outer
Packaging:
Delivery providers, USPS, UPS, and FedEx deliver mail to OP’s street address on a schedule determined by
each individual provider. These providers will deliver to OP based solely on the street address. Prospective
Contractors assume all risk for timely, properly submitted deliveries.
Seal outer packaging and properly mark with the following information. If outer packaging of proposal
submission is not properly marked, the package may be opened for proposal identification purposes.
Solicitation number Date and time of proposal opening Vendor’s name and return address
OP Buyer:
Email Address:
DHS Website:
OSP Website:
OFFICE OF PROCUREMENT CONTACT INFORMATION
Karrie Goodnight
Buyer’s Direct Phone Number:
DHS.OP.Solicitations@dhs.arkansas.gov
OP’s Main Number:
https://humanservices.arkansas.gov/do-business-with-dhs
http://www.arkansas.gov/dfa/procurement/bids/index.php
501-320-3906
501-396-6045
Solicitation Document
Solicitation No. 710-23-074
SECTION 1 GENERAL INFORMATION AND INSTRUCTIONS
Do not provide responses to items in this section unless specifically and expressly required.
1.1 INTRODUCTION
This Request for Proposal (RFP) is issued by the Arkansas Department of Human Services (AR DHS), Office of
Procurement (OP) for the Division of County Operations (DCO) to obtain pricing and a contract for Medicaid
Eligibility Support Services.
The contractor will assist AR DHS in processing Medicaid applications, changes, and renewals and assisting with
case processing, including after the end of the Public Health Emergency (PHE) period. The contractor will provide
resources to supplement the AR DHS team across several work threads to address the backlog, increase
throughput, evaluate issues, and identify areas for enhancement or automation.
At the sole discretion of DHS, Eligibility Support Services may be modified as needed. The Office of
Procurement is the sole point of contact throughout the solicitation process.
1.2 INTERGOVERNMENTAL/COOPERATIVE USE OF PROPOSAL AND CONTRACT
In accordance with Arkansas Code §19-11-249, this proposal and resulting contract is available to any State
Agency or Institution of Higher Education that wishes to utilize the services of the selected proposer, and the
proposer agrees, they may enter into an agreement as provided in this solicitation.
1.3 TYPE OF CONTRACT
A. As a result of this RFP, OP intends to award a contract to a single Contractor.
B. The term of this contract shall be for one (1) year. The anticipated start date for the contract is October 1, 2024.
Upon mutual agreement by the Prospective Contractor and agency, the contract may be renewed by OP, on a
year-to-year basis, for up to six (6) additional one-year terms or portions thereof.
C. The total contract term shall not be more than seven (7) years.
1.4 ISSUING AGENCY
The Office of Procurement (OP), as the issuing office, is the sole point of contact throughout this solicitation
process. Vendor questions regarding this Bid Solicitation should be made through the Issuing Officer as shown on
page one (1) of this document.
1.5 BID OPENING LOCATION
Bids submitted by the opening date and time will be opened via video conference. DHS will publish a link to the live
bid opening on the DHS website for public access. Individuals will not be permitted to attend in-person. If the bid
opening cannot be held as scheduled due to technical or other issues, DHS will publish an updated schedule and
video conference link on the DHS website.
1.6 ACCEPTANCE OF REQUIREMENTS
A. The words “must” and “shall” signify a Requirement of this solicitation and that the Contractor’s agreement to
and compliance with that item is mandatory.
B. A Contractor’s proposal will be disqualified if a Contractor takes exceptions to any Requirements named in this
RFP.
C. Contractor may request exceptions to NON-mandatory items. Any such request must be declared on, or as an
attachment to, the appropriate section’s Agreement and Compliance Page. Contractor must clearly explain the
requested exception and should reference the specific solicitation item number to which the exception applies.
(See Agreement and Compliance Page.)
D. DHS must not be required to accept any requested exceptions. Only exceptions expressly accepted by DHS
will become part of the resulting contract.
1.7 DEFINITION OF TERMS
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Solicitation No. 710-23-074
A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law and used herein have the
same definitions herein as specified therein.
B. “Prospective Contractor”, means a responsible offeror who submits a proposal in response to this solicitation.
“Prospective Contractor”, “Contractor”, “bidder”, “vendor” and “respondent” are used synonymously in this
document.
C. The terms “buyer” and “Issuing Officer” are used synonymously in this document.
D. The terms “Request for Proposal”, “RFP,” “RFP Solicitation,” “Bid Solicitation” and “Solicitation” are used
synonymously in this document.
E. “Responsive proposal” means a proposal submitted in response to this solicitation that conforms in all material
respects to this RFP.
F. “Proposal Submission Requirement” means a task a Prospective Contractor shall complete when submitting a
proposal response. These requirements will be distinguished by using the term “shall” or “must” in the
requirement.
G. “Requirement” means a specification that a Contractor’s commodity and/or service must meet or exceed in the
performance of its contractual duties under any contract awarded as a result of this RFP. These
specifications will be distinguished by using the terms “shall” or “must” in the requirement.
H. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the
State under a contract that results from this solicitation, that obligation is limited to the State Department using
such a contract.
I. Acronyms:
Term
ABD
CBT
CHIP
FTE
KMS
MAGI
QC
SNAP
TANF
Definition
Aged, Blind, and Disabled Medicaid
Computer-Based Training
Children’s Health Insurance Program
Full Time Employee
Knowledge Management System
Modified Adjusted Gross Income
Quality Control
Supplemental Nutrition Assistance Program
Temporary Assistance for Needy Families
1.8 RESPONSE DOCUMENTS
A. Original Technical Proposal Packet
The following items are Proposal Submission Requirements and must be submitted in the original Technical
Proposal Response Packet.
1. A hard copy of the original Technical Proposal Packet must be received on or before the bid submittal
date and time. Copy should not be two sided.
2. The Proposal Packet should be clearly marked “Original” and must include the following:
a. Original signed Response Signature Page. (See Technical Proposal Packet.)
b. Original signed Agreement and Compliance Form. (See Technical Proposal Packet.)
c. Original Proposed Subcontractors Form. (See Technical Proposal Packet.)
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Solicitation Document
Solicitation No. 710-23-074
d. EO 98-04 Contract and Grant Disclosure Form, Attachment A.
e. Technical Proposal response to the Information for Evaluation section included in the Technical
Proposal Packet.
f. Other documents and/or information as may be expressly required in this Bid Solicitation.
3. The following items should be submitted in the original Technical Proposal Packet.
a. Copy of Contractor’s Equal Opportunity Policy. (See Equal Opportunity Policy.)
b. Signed addenda to this RFP, if applicable. (See Requirement of Addendum.)
c. Voluntary Product Accessibility Template (VPAT), if applicable. (See Technology Access.)
4. DO NOT include any other documents or ancillary information, such as a cover letter or
promotional/marketing information.
B. Official Bid Price Sheet and Cost Proposal Template. (See Pricing.)
1. Contractor’s original Official Bid Price Sheet and Cost Proposal Template (Attachment J) must be
submitted in hard copy format.
2. Contractor should also submit one (1) electronic copy of the Official Bid Price Sheet and Cost Proposal
Template, in PDF format, preferably on a flash drive. A CD will also be acceptable. All items on flash drive
or CD should be in PDF format.
3. The Official Bid Price Sheet and Cost Proposal Template, including the hard copy and electronic copy,
must be separately sealed from the Technical Proposal Packet and should be clearly marked as “Pricing”.
Vendor must not include any pricing in the hard copies or electronic copies of their Technical Proposal
Packet.
C. Additional Copies and Redacted Copy of the Technical Proposal Packet
In addition to the original Technical Proposal Packet and the Official Bid Price Sheet, the following items should
be submitted:
1. Additional Copies of the Technical Proposal Packet
a. Three (3) complete hard copies (marked “COPY”) of the Technical Proposal Packet.
b. Four (4) electronic copy of the Technical Proposal Packet, preferably on flash drives. A CD will also be
acceptable. All items on flash drive or CD should be in PDF format.
c. All additional hard copies and electronic copies must be identical to the original hard copy. In case of
a discrepancy, the original hard copy shall govern.
1.9 ORGANIZATION OF RESPONSE DOCUMENTS
A. It is strongly recommended that Contractors adhere to the following format and suggestions when preparing
their Technical Proposal response.
B. The original Technical Proposal Packet and all copies should be arranged in the following order:
Response Signature Page.
Agreement and Compliance Page.
Signed Addenda, if applicable.
E.O. 98-04 Contract Grant and Disclosure Form.
Equal Opportunity Policy.
Proposed Subcontractors Form.
Other documents and/or information as may be expressly required in this Bid Solicitation. Label
documents and/or information so as to reference the Bid Solicitation’s item number.
Technical Proposal response to the Information for Evaluation section of the Technical Proposal
Packet.
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Solicitation No. 710-23-074
1.10 CLARIFICATION OF RFP SOLICITATION
A. Contractor may submit written questions requesting clarification of information contained in this Bid Solicitation.
Written questions should be submitted via email by 4:00 p.m., Central Time on or before April 10, 2024. Submit
questions to the OP buyer as shown on page one (1) of this Bid Solicitation. It is the contractor’s responsibility
to guarantee receipt of the questions by the specific time and date. DHS accepts no responsibility for accurate
or timely receipt of email submission.
B. The attached response template (Attachment B) should be used for submission of all written questions. For
each question submitted, Vendor should reference the specific solicitation item number to which the question
refers. Written questions submitted in a different format may not be answered by DHS.
C. Contractor’s written questions will be consolidated and responded to by the State. The State’s consolidated
written response is anticipated to be posted to the OP website by the close of business on April 24, 2024.
D. Answers to verbal questions may be given as a matter of courtesy and must be evaluated at contractor’s risk.
E. Oral statements by OP shall not be part of any contract resulting from this solicitation and may not
reasonably be relied on by any vendor as an aid to interpretation unless it is reduced to writing and
expressly adopted by DHS.
1.11 RESPONSE SIGNATURE PAGE
A. An official authorized to bind the Contractor(s) to a resultant contract must sign the Response Signature Page
included in the Technical Proposal Packet.
B. Contractor’s signature on this page shall signify contractor’s agreement that either of the following shall cause
the contractor’s proposal to be disqualified:
1. Additional terms or conditions submitted intentionally or inadvertently.
2. Any exception that conflicts with a Requirement of this Bid Solicitation.
1.12 AGREEMENT AND COMPLIANCE PAGE
A. Contractor must sign the Agreement and Compliance page relevant to each section of the Bid Solicitation
Document. The Agreement and Compliance Page is included in the Technical Proposal Packet.
B. Contractor’s signature on this page shall signify agreement to and compliance with all Requirements within the
designated section.
1.13 SUBCONTRACTORS
A. Contractor must complete and submit the Proposed Subcontractors Form included in the Technical Proposal
Packet to indicate contractor’s intent to utilize, or to not utilize, subcontractors.
B. Additional subcontractor information may be required or requested in following sections of this Bid Solicitation
or in the Information for Evaluation section provided in the Technical Proposal Packet. Do not attach any
additional information to the Proposed Subcontractors Form.
C. The utilization of any proposed subcontractor is subject to approval by the State agency.
1.14 PRICING
A. Contractor(s) shall include all pricing on the Official Price Bid Sheet and the Cost Proposal Template
(Attachment J). Any cost not identified by the successful contractor but subsequently incurred in order to
achieve successful operation shall be borne by the Contractor. The Official Bid Price Sheet and the Cost
Proposal Template (Attachment J) are provided as separate files posted with this Bid Solicitation.
B. To allow time to evaluate proposals, prices must be valid for 180 days following the bid opening.
C. The Official Bid Price Sheet and the Cost Proposal Template (Attachment J), including the hard copy and
electronic copy, must be separately sealed from the Technical Proposal Packet and should be clearly marked
as “Pricing”. DO NOT submit any ancillary information not related to actual pricing in the sealed pricing
package.
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