Independent Assessment Services
| Agency: | State Government of Arkansas |
|---|---|
| State: | Arkansas |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Nov 13, 2023 |
| Due Date: | Nov 30, 2023 |
| Solicitation No: | 710-24-0001 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| description | agency | opening date/time | bid number | buyer |
| Independent Assessment Services | Arkansas Department of Human Services | 11/30/2023 01:00 PM CST |
710-24-0001
11/13/2023 CST |
|
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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: 710-24-0001
Solicitation Issued: October 13, 2023
Description:
Independent Assessment Services
Agency:
Department of Human Services, Division of Medical Services
SUBMISSION DEADLINE
Proposal Submission
Date and Tune
November 9, 2023
1:00 p.m., Central Time
Proposal Opening
Date and Time:
November 9, 2023
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 bids” to 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 Slot W345
Little Rock, AR 72201
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):
Proposal’s Outer
Packaging:
Arkansas Department of Human Services
Attn: Office of Procurement
112 West 8th Street, Slot W345
Little Rock, AR 72201
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
Arnetia Dean
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
501-683-5969
501-396-6045
Solicitation Document
Solicitation No. 710-24-0001
Table of Contents
SECTION 1 GENERAL INFORMATION AND INSTRUCTIONS............................................................................................................4
1.1 INTRODUCTION ........................................................................................................................................................................... 4
1.2 INTERGOVERNMENTAL/COOPERATIVE USE OF PROPOSAL AND CONTRACT .............................................................................. 4
1.3 TYPE OF CONTRACT ..................................................................................................................................................................... 4
1.4 ISSUING AGENCY..........................................................................................................................................................................4
1.5 BID OPENING LOCATION .............................................................................................................................................................. 4
1.6 ACCEPTANCE OF REQUIREMENTS................................................................................................................................................4
1.7 DEFINITION OF TERMS ................................................................................................................................................................. 4
1.8 RESPONSE DOCUMENTS .............................................................................................................................................................. 7
1.9 ORGANIZATION OF RESPONSE DOCUMENTS...............................................................................................................................8
1.10 CLARIFICATION OF RFP SOLICITATION .................................................................................................................................... 8
1.11 PROPOSAL SIGNATURE PAGE .................................................................................................................................................. 9
1.12 AGREEMENT AND COMPLIANCE PAGES..................................................................................................................................9
1.13 SUBCONTRACTORS ................................................................................................................................................................. 9
1.14 PRICING ................................................................................................................................................................................... 9
1.15 PRIME CONTRACTOR RESPONSIBILITY .................................................................................................................................. 10
1.16 INDEPENDENT PRICE DETERMINATION ................................................................................................................................ 10
1.17 PROPRIETARY INFORMATION ............................................................................................................................................... 10
1.18 CAUTION TO CONTRACTORS.................................................................................................................................................11
1.19 REQUIREMENT OF ADDENDUM ............................................................................................................................................ 11
1.20 AWARD PROCESS .................................................................................................................................................................. 11
1.21 MINORITY AND WOMEN-OWNED BUSINESS POLICY ............................................................................................................ 12
1.22 EQUAL OPPORTUNITY POLICY...............................................................................................................................................12
1.23 PROHIBITION OF EMPLOYMENT OF ILLEGAL IMMIGRANTS .................................................................................................. 12
1.24 RESTRICTION OF BOYCOTT OF ISRAEL ................................................................................................................................... 12
1.25 PAST PERFORMANCE ............................................................................................................................................................ 13
1.26 TECHNOLOGY ACCESS ........................................................................................................................................................... 13
1.27 COMPLIANCE WITH THE STATE SHARED TECHNICAL ARCHITECTURE PROGRAM ................................................................. 14
1.28 VISA ACCEPTANCE.................................................................................................................................................................14
1.29 PUBLICITY..............................................................................................................................................................................14
1.30 RESERVATION........................................................................................................................................................................ 14
1.31 DATA LOCATION....................................................................................................................................................................14
1.32 SCHEDULE OF EVENTS ........................................................................................................................................................... 14
1.33 STATE HOLIDAYS ................................................................................................................................................................... 14
SECTION 2 SPECIFICATIONS........................................................................................................................................................16
2.1 INTRODUCTION ......................................................................................................................................................................... 16
2.2 MINIMUM QUALIFICATIONS......................................................................................................................................................17
2.3 PERFORMANCE STANDARDS ..................................................................................................................................................... 18
2.4 EXPECTATION OF SERVICES........................................................................................................................................................18
2.5 SCOPE OF WORK ........................................................................................................................................................................ 19
2.5.1 ASSESSMENT AND REASSESSMENT OPERATIONAL REQUIREMENTS ............................................................................... 21
2.5.2 ASSESSOR STAFFING AND ASSESSMENT REQUIREMENTS ............................................................................................... 28
2.5.3 INFORMATION TECHNOLOGY PLATFORM AND SERVICES REQUIREMENTS.....................................................................30
2.5.4 BENEFICIARY AND PROVIDER TRAINING AND SUPPORT SERVICES REQUIREMENTS ....................................................... 38
2.5.5 KEY PERSONNEL AND OTHER STAFFING SERVICES REQUIREMENTS ................................................................................ 40
2.5.6 QUALITY ASSURANCE SERVICES REQUIREMENTS ............................................................................................................ 43
2.5.7 REPORTING SERVICES REQUIREMENTS ............................................................................................................................ 44
2.5.8 TRANSITION AND IMPLEMENTATION SERVICES REQUIREMENTS....................................................................................45
SECTION 3 SELECTION ................................................................................................................................................................48
3.1 TECHNICAL PROPOSAL SCORE ................................................................................................................................................... 48
3.2 ORAL PRESENTATION/DEMONSTRATION SCORE ...................................................................................................................... 49
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Solicitation Document
Solicitation No. 710-24-0001
3.3 COST SCORE ............................................................................................................................................................................... 50
3.4 GRAND TOTAL SCORE ................................................................................................................................................................ 50
3.5 PROSPECTIVE CONTRACTOR ACCEPTANCE OF EVALUATION TECHNIQUE ................................................................................. 50
SECTION 4 GENERAL CONTRACTUAL REQUIREMENTS................................................................................................................51
4.1 PAYMENT AND INVOICE PROVISIONS ........................................................................................................................................ 51
4.2 GENERAL INFORMATION ........................................................................................................................................................... 51
4.3 CONDITIONS OF CONTRACT.......................................................................................................................................................52
4.4 STATEMENT OF LIABILITY...........................................................................................................................................................52
4.5 PERFORMANCE BONDING ......................................................................................................................................................... 52
4.6 RECORD RETENTION .................................................................................................................................................................. 53
4.7 PRICE ESCALATION.....................................................................................................................................................................53
4.8 CONFIDENTIALITY ...................................................................................................................................................................... 53
4.9 CONTRACT INTERPRETATION .................................................................................................................................................... 53
4.10 CANCELLATION ..................................................................................................................................................................... 53
4.11 SEVERABILITY ........................................................................................................................................................................ 53
SECTION 5 STANDARD TERMS AND CONDITIONS.......................................................................................................................54
List of Table
TABLE 1: SOLICITATION SCHEDULE ................................................................................................................................................................... 14
TABLE 2: STATE HOLIDAYS..............................................................................................................................................................................14
TABLE 3: ESTIMATES OF ASSESSMENTS AND PROVIDERS PER POPULATION CATEGORY ................................................................................................ 16
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Solicitation Document
Solicitation No. 710-24-0001
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 (DHS), Office of
Procurement (OP) for the Division of Medical Services (DMS) to obtain pricing and a contract(s) for an organization
to perform and manage a suite of Assessment instruments and a Tier Determination system utilizing the
MnCHOICES assessment tool that has been customized for Arkansas, for Arkansans receiving services through
the Arkansas Department of Human Services’ (DHS) across the state of Arkansas. The state seeks a single
standardized information technology (IT) platform that supports each Assessment Instrument and Tier
determination and that is accessible by staff form DHS, and their designees. The Office of Procurement is the sole
point of contact throughout this 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 3/1/2024. 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.
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
A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law and used herein have the
same definitions herein as specified therein.
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Solicitation Document
Solicitation No. 710-24-0001
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. “Administrative Hearing” means a hearing that takes place outside the judicial process before hearing
examiners who have been granted judicial authority specifically for the purpose of conducting such hearings.
There are two types of Administrative Hearings: A: Provider initiated - conducted by administrative law judges
from the AR Department of Health and is governed in part by provisions of the AR Medicaid Fairness Act in
addition to CMS and AR State Plan policies and regulations. B: Beneficiary initiated – conducted by
administrative law judges from the AR Department of Human Services and governed by CMS and AR State
Plan policies and regulations.
J. “Allowable Expenses” means all reasonable expenses related to the Contract between DHS and the Vendor
that are incurred during the Contract Term and not reimbursable or recovered from another source.
K. “Appeal” means the process by which the State or Vendor reviews an Adverse Benefit Determination.
L. “ARChoices in Homecare” means Medicaid program that includes home and community-based services for
adults ages 21 through 64 with a physical disability and seniors age 65 or older. The program is operated under
a 1915(c) waiver with CMS.
M. “Assessment Instrument” means the tool, MN Choices Arkansas adaptation by population, by which the
assessor shall measure a Beneficiary’s abilities and the level of needs in order to make a proper Tier
Determination for that individual.
N. “Beneficiary” means a person certified by DHS as eligible for Medicaid benefit services and covered in the
agreed upon assessment populations
O. “Central Registry Check” means a review of the databases of the Child Maltreatment Central Registry, the
Adult and Long-Term Care Facility Maltreatment Central Registry, and the Certified Nursing
Assistant/Employment Clearance Registry maintained by DHS pursuant to 42 C.F.R. § 483.156 and § 20-10-
203.
P. “CES Waiver” means an Arkansas Home and Community Based Services waiver that provides a variety of
community-based services to eligible individuals.
Q. “CMS” means the Centers for Medicare and Medicaid Services, an agency within the United States Department
of Health and Human Services responsible for overseeing, among other things the Medicaid and Children’s
Health Insurance Premium.
R. “Contract Commencement” means the date the Contract is approved/released by OSP after the Arkansas State
Legislature approval.
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