Medicaid Third Party Liability

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
Posted Date:	Jan 20, 2024
Due Date:	Feb 19, 2024
Solicitation No:	710-24-0005
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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: 710-24-0005

Solicitation Issued: December 22, 2023

Description:

Medicaid Third Party Liability

Agency:

Department of Human Services, Division of Medical Services (DMS)

SUBMISSION DEADLINE

Proposal Submission

Date and Time

February 19, 2024, 1:00 p.m., Proposal Opening

Central Time

Date and Time:

February 19, 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 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):

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

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. 710-24-0005

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 ............................................................................................................................................................... 5

1.8 RESPONSE DOCUMENTS ............................................................................................................................................................ 5

1.9 ORGANIZATION OF RESPONSE DOCUMENTS ............................................................................................................................. 6

1.10 CLARIFICATION OF RFP SOLICITATION........................................................................................................................................6

1.11 PROPOSAL SIGNATURE PAGE ..................................................................................................................................................... 7

1.12 AGREEMENT AND COMPLIANCE PAGES ..................................................................................................................................... 7

1.13 SUBCONTRACTORS..................................................................................................................................................................... 7

1.14 PRICING ...................................................................................................................................................................................... 7

1.15 PRIME CONTRACTOR RESPONSIBILITY ....................................................................................................................................... 8

1.16 INDEPENDENT PRICE DETERMINATION...................................................................................................................................... 8

1.17 PROPRIETARY INFORMATION .................................................................................................................................................... 8

1.18 CAUTION TO CONTRACTORS ...................................................................................................................................................... 9

1.19 REQUIREMENT OF ADDENDUM ................................................................................................................................................. 9

1.20 AWARD PROCESS ....................................................................................................................................................................... 9

1.21 MINORITY AND WOMEN-OWNED BUSINESS POLICY ............................................................................................................... 10

1.22 EQUAL OPPORTUNITY POLICY .................................................................................................................................................. 10

1.23 PROHIBITION OF EMPLOYMENT OF ILLEGAL IMMIGRANTS ..................................................................................................... 10

1.24 RESTRICTION OF BOYCOTT OF ISRAEL ...................................................................................................................................... 10

1.25 PAST PERFORMANCE................................................................................................................................................................ 11

1.26 TECHNOLOGY ACCESS .............................................................................................................................................................. 11

1.27 COMPLIANCE WITH THE STATE SHARED TECHNICAL ARCHITECTURE PROGRAM .................................................................... 12

1.28 VISA ACCEPTANCE .................................................................................................................................................................... 12

1.29 PUBLICITY ................................................................................................................................................................................. 12

1.30 RESERVATION...........................................................................................................................................................................12

1.31 DATA LOCATION ....................................................................................................................................................................... 12

1.32 SCHEDULE OF EVENTS .............................................................................................................................................................. 12

1.33 STATE HOLIDAYS ...................................................................................................................................................................... 12

SECTION 2 MINIMUM REQUIREMENTS ......................................................................................................................................14

2.1 INTRODUCTION ........................................................................................................................................................................ 14

2.2 MINIMUM QUALIFICATIONS .................................................................................................................................................... 14

2.3 PERFORMANCE STANDARDS .................................................................................................................................................... 14

2.4 SCOPE OF WORK.......................................................................................................................................................................15

2.4.1 Administration ................................................................................................................................................................ 15

2.4.2 Cost Avoidance and Third Party Liability Identification....................................................................................................16

2.4.3 Post Payment Recovery .................................................................................................................................................... 17

2.4.4 Casualty Recovery ............................................................................................................................................................ 19

2.4.5 Call Center Requirements ................................................................................................................................................. 20

2.4.6 TPL Collections Lockbox....................................................................................................................................................21

2.4.7 Reporting Requirements .................................................................................................................................................. 22

2.4.8 Project Management ....................................................................................................................................................... 23

2.4.9 License to Access Shared Data Warehouse ...................................................................................................................... 25

2.4.10 Computer Requirements .................................................................................................................................................. 25

2.4.11 System Security and Privacy Management Plan .............................................................................................................. 27

2.4.12 Disaster Recovery and Business Continuity and Contingency Plan (DR-BCCP) Deliverable..............................................28

2.4.13 Records and Documentation ............................................................................................................................................ 29

2.4.14 Project Closure and Turnover ........................................................................................................................................... 30

2.4.15 Deliverables ...................................................................................................................................................................... 31

Page 2 of 41

Solicitation Document

Solicitation No. 710-24-0005

SECTION 3 SELECTION ................................................................................................................................................................33

3.1 TECHNICAL PROPOSAL SCORE .................................................................................................................................................. 33

3.2 ORAL PRESENTATION/DEMONSTRATION SCORE ......................................................................... ERROR! BOOKMARK NOT DEFINED.

3.3 COST SCORE.............................................................................................................................................................................. 34

3.4 GRAND TOTAL SCORE ............................................................................................................................................................... 35

3.5 DISCUSSIONS ................................................................................................................................ ERROR! BOOKMARK NOT DEFINED.

3.6 PROSPECTIVE CONTRACTOR ACCEPTANCE OF EVALUATION TECHNIQUE ............................................................................... 35

SECTION 4 GENERAL CONTRACTUAL REQUIREMENTS................................................................................................................36

4.1 PAYMENT AND INVOICE PROVISIONS ...................................................................................................................................... 36

4.2 GENERAL INFORMATION..........................................................................................................................................................36

4.3 CONDITIONS OF CONTRACT ..................................................................................................................................................... 37

4.4 STATEMENT OF LIABILITY ......................................................................................................................................................... 37

4.5 PERFORMANCE BONDING........................................................................................................................................................37

4.6 RECORD RETENTION.................................................................................................................................................................38

4.7 PRICE ESCALATION ................................................................................................................................................................... 38

4.8 CONFIDENTIALITY..................................................................................................................................................................... 38

4.9 CONTRACT INTERPRETATION ................................................................................................................................................... 38

4.10 CANCELLATION.........................................................................................................................................................................38

4.11 SEVERABILITY ........................................................................................................................................................................... 38

SECTION 5 STANDARD TERMS AND CONDITIONS.......................................................................................................................39

Page 3 of 41

Solicitation Document

Solicitation No. 710-24-0005

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 services for the implementation,

development and maintenance and operations of a new Medicaid Third Party Liability Identification, Cost

Avoidance and Recovery system.

Arkansas is required to provide Medicaid reimbursement for covered medical services only as the payor of last

resort. Medicaid beneficiaries or their authorized representatives are required as a condition of eligibility to provide

information regarding the availability of third-party resources.

DMS operates a Third Party Liability (TPL) unit to ensure that all other possible sources of payment are pursued.

The State uses a TPL Contractor to match third party data and the Medicaid Management Information System

(MMIS) to cost avoid, or deny, payment of claims and recover Medicaid payments. A contracted fiscal agent

operates the MMIS.

Federal laws and regulations pertaining to a state’s TPL program, and relevant to this RFP include, but are not

limited to, Sections 1902, 1906 and 1917 of the Social Security Act within the United States Code (42 USC 1396a,

1396e and 1396p, respectively) and regulations in the Code of Federal Regulations at 42 CFR 433.135 through

433.154. Additional federal guidance related to TPL requirements is available in the State Medicaid Manual, Part 3

(CMS Pub. 45)

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

As a result of this RFP, OP intends to award a contract to a single Contractor.

The term of this contract shall be for one (1) year. The anticipated start date for the contract is July 1, 2024.

Upon mutual agreement by the Contractor and DHS, 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.

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.

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Solicitation Document

Solicitation No. 710-24-0005

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.

B. “Prospective Contractor”, means a responsible offeror who submits a proposal in response to this

solicitation.

C. “Prospective Contractor”, “Contractor”, “bidder”, “vendor” and “respondent” are used synonymously in

this document.

D. The terms “buyer” and “Issuing Officer” are used synonymously in this document.

E. The terms “Request for Proposal”, “RFP,” “RFP Solicitation,” “Bid Solicitation” and “Solicitation” are

used synonymously in this document.

“Responsive proposal” means a proposal submitted in response to this solicitation that conforms in all material in

respects to this RFP.

“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.

“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.

“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.

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 Response Packet.)

b. Original signed Agreement and Compliance Page. (See Technical Response Packet.)

c. Original Proposed Subcontractors Form. (See Subcontractors.)

d. EO 98-04 Contract and Grant Disclosure Form, Attachment A. (See Standard Terms and Conditions.)

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.)

Page 5 of 41

description	agency	opening date/time	bid number	buyer
Medicaid Third Party Liability	Department of Human Services	02/19/2024 02:00 PM CST	710-24-0005 01/19/2024 CST

Medicaid Third Party Liability

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