1-26-665-3030-78227 All Payers Claims Database.pdf

Rev.04.2024

CENTER FOR HEALTH PROTECTION

OF THE

DEPARTMENT OF HEALTH

REQUEST FOR PROPOSALS (RFP)

ALL PAYERS CLAIMS DATABASE

RFP#

26-665-3030-78227

RFP Release Date: 10/09/2025

Proposal Due Date: 11/10/2025

ELECTRONIC-ONLY PROPOSAL SUBMISSION

ii

Table of Contents

I. INTRODUCTION

A. PURPOSE OF THIS REQUEST FOR PROPOSALS

B. BACKGROUND INFORMATION

C. SCOPE OF PROCUREMENT

D. PROCUREMENT MANAGER

E. PROPOSAL SUBMISSION

F. DEFINITION OF TERMINOLOGY

G. PROCUREMENT LIBRARY

II. CONDITIONS GOVERNING THE PROCUREMENT

A. SEQUENCE OF EVENTS

B. EXPLANATION OF EVENTS

1. Issue RFP

2. Acknowledgement of Receipt Form

3. Pre-Proposal Conference

4. Deadline to Submit Written Questions

5. Response to Written Questions

6. Submission of Proposal

7. Proposal Evaluation

8. Selection of Finalists

9. Oral Presentations

10. Best and Final Offers

11. Finalize Contractual Agreements

12. Contract Awards

13. Protest Deadline

C. GENERAL REQUIREMENTS

1. Acceptance of Conditions Governing the Procurement

2. Incurring Cost

3. Prime Contractor Responsibility

4. Subcontractors/Consent

5. Amended Proposals

6. Offeror’s Rights to Withdraw Proposal

7. Proposal Offer Firm

8. Disclosure of Proposal Contents

9. No Obligation

10. Termination

11. Sufficient Appropriation

12. Legal Review

13. Governing Law

14. Basis for Proposal

15. Contract Terms and Conditions

16. Offeror’s Terms and Conditions

17. Contract Deviations

18. Offeror Qualifications

19. Right to Waive Minor Irregularities

20. Change in Contractor Representatives

21. Notice of Penalties

22. Agency Rights

23. Right to Publish

24. Ownership of Proposals iii

25. Confidentiality

26. Electronic mail address required

27. Use of Electronic Versions of this RFP

28. New Mexico Employees Health Coverage

29. Campaign Contribution Disclosure Form

30. Letter of Transmittal

31. Disclosure Regarding Responsibility

III. RESPONSE FORMAT AND ORGANIZATION

A. NUMBER OF RESPONSES

B. ELECTRONIC SUBMISSION

C. PROPOSAL CONTENT AND ORGANIZATION

IV. SPECIFICATIONS

A. SCOPE OF WORK

1. Project management-

2. Data management-

3. Conversion-

4. Data Analytics, Reporting and Presentation-

5. Additional Services-

B. TECHNICAL SPECIFICATIONS

1. Organizational Experience

2. General Business Experience and Qualifications

3. Data Management Experience

4. Data Analytics, Reporting and Presentation Experience

5. Privacy and Security Experience

6. Organizational References

7. Mandatory Specifications

8. Desirable Specifications

C. BUSINESS SPECIFICATIONS

1. Financial Stability

2. Letter of Transmittal Form

3. Campaign Contribution Disclosure Form

4. Oral Presentation

5. Cost

V. EVALUATION

A. EVALUATION POINT SUMMARY

B. EVALUATION FACTORS

1. Overall Organizational Strength B.1- B.5 (195 points total)

2. B.6 Organizational References (See Table 1)

3. B.7 Mandatory Specifications (See Table 1)

4. B.8 Desirable Specifications (See Table 1)

5. C.1 Financial Stability (See Table 1)

6. C.2 Letter of Transmittal (See Table 1)

7. C.3 Campaign Contribution Disclosure Form (See Table 1)

8. C.4 Oral Presentation (See Table 1)

9. C.5 Cost (See Table 1)

C. EVALUATION PROCESS

APPENDIX A

ACKNOWLEDGEMENT OF RECEIPT FORM

iv

APPENDIX B

CAMPAIGN CONTRIBUTION DISCLOSURE FORM

APPENDIX C

DRAFT CONTRACT AND BUSINESS ASSOCIATE AGREEMENT

APPENDIX D

LETTER OF TRANSMITTAL FORM

APPENDIX E

ORGANIZATIONAL REFERENCE QUESTIONNAIRE

APPENDIX F

DETAILED SCOPE OF WORK

APPENDIX G

COST RESPONSE FORM

APPENDIX H

INFORMATION TECHNOLOGY REQUIREMENTS

APPENDIX I

SYSTEM HOSTING EVALUATION QUESTIONNAIRE

APPENDIX J

CLIENT LIST FORM

I. INTRODUCTION

A. PURPOSE OF THIS REQUEST FOR PROPOSALS

The purpose of the Request for Proposal (RFP) is to solicit sealed proposals from qualified vendors to establish a single contract award through competitive negotiations for the procurement of services related to setting up an All Payer Claims Database (APCD) for the State of New Mexico.

The New Mexico Department of Health (DOH) has the statutory authority to oversee the APCD and is the procuring Agency. Services required include but are not limited to flat file data collection from healthcare claims payers (medical, dental, pharmacy etc); quality assurance and security of acquired data; custodial management of Medicare data; consolidation and storage of acquired data;

data delivery and enhancement; analytics; and reporting for the New Mexico APCD. DOH is releasing this RFP to select a vendor to provide flexible and responsive solutions relating to the required functions of the APCD.

B. BACKGROUND INFORMATION

DOH is charged with providing the public access to a user-friendly, searchable and easily accessible website on which the department regularly posts data about health care cost and quality (NMSA 1978, § 24-14A-6.1, the Health Information System [HIS] Act, as amended in 2015).

DOH collects an annual hospital inpatient discharge dataset (HIDD) and emergency department dataset (ED), but neither dataset contains information on the cost of hospital admission. To meet this legislative obligation, DOH implemented an APCD (All Payer Claims Database) for the State of New Mexico, initially populated with approximately 5 years of historical data. An APCD is a repository of health care claims data that combines data from multiple payers, including Medicare, Medicaid, private insurers, dental insurers, children’s health insurance, self-insured employer plans, and pharmacy plans. 24 other states around the United States have implemented APCDs.

An APCD for New Mexico aggregates health care data including outpatient visit, pharmacy, cost, and other relevant information, for dissemination to the public, researchers, and other stakeholders with the goal of improving health care planning, quality, and consumer choice. NM APCD went production in 2023, with covered lives that include 983,000 Medicaid beneficiaries, 408,000 Medicare beneficiaries, and 455,000 Commercial beneficiaries not including those covered by ERISA plans. An APCD in New Mexico assists in making health care costs more transparent to the public; fulfilling the DOH’s legislative obligations in NMSA 1978, § 24-14A-3 as part of the overall “Health Information System” “created for the purpose of assisting the department, legislature and other agencies and organizations in the state's efforts in collecting, analyzing and disseminating health information to assist:

1. In the performance of health planning and policymaking functions, this includes identifying needs for personnel, facility, education and other resource needs as well as allocating financial, personnel and other resources where appropriate;

2. Consumers making informed decisions regarding health care

3. In administering, monitoring and evaluating a statewide health plan”

The APCD provides a tool for measuring health care delivery efforts and health care quality in New Mexico, ultimately improving the health of the New Mexico population and helping to fulfill our DOH mission.

The State of New Mexico has been conducting stakeholder engagement efforts regarding APCD development since 2015 that include the following stakeholder groups: payors, providers, consumers, employers, researchers, state agencies, and policy makers. The 2015 HIS Act Amendment created a Health Information Advisory Committee to advise and provide input to DOH in carrying out the provisions of the HIS Act. The committee has members from providers, payers and consumer organizations as well as representatives from state agencies. The committee is providing input to the APCD project’s interagency workgroup which has members from DOH, Health Care Authority (HCA), General Services Department (GSD), Department of Information Technology (DoIT), the Office of Superintendent of Insurance (OSI) and the Governor’s office.

DOH collaborates with our sister agency, HCA, for the acquisition of Medicaid and other relevant data for the APCD. Currently, Medicaid covers over 40% of the population in New Mexico. This is an estimated 983,000 Medicaid beneficiaries. To better support and improve the health and wellbeing of New Mexicans, HCA is undertaking replacement of its existing Medicaid Management Information System (MMIS) through a MMIS Replacement (MMISR) Enterprise Solution. The MMISR Solution will comprise multiple technology-based modules and Business Process Outsource (BPO) services contracts. The MMISR project is part of a broader initiative to realign public assistance programs, benefits, and services around an individual or family. The initiative is known as Health and Human Services (HHS) 2020.

Through the HHS 2020 initiative and the MMISR project, HCA is implementing an enterprise data warehouse, business intelligence, and analytics solution that will provide better access to data and information for stakeholders across state government and the public. The solution that will be implemented can be leveraged to provide some of the analytical capabilities that are sought by the New Mexico Department of Health for the All Payer Claims Database (APCD). All Medicaid claims information will be in the enterprise data warehouse and Medicaid claims will likely make up the majority of claims information in the APCD.

The APCD will provide insight and decision making to each of the stakeholder groups in a variety of methods. A few high level examples of using an APCD in New Mexico include, but are not limited to, the following: consumers will have insight into health care decision making via health care related quality and cost information, public health professionals will have enhanced information regarding treatment, services, and cost of health care New Mexicans are receiving, policy makers will have additional information to support data-driven decision making regarding health improvement efforts in New Mexico. The APCD shall deliver analyses and data for an array of purposes to a variety of user groups, while securely maintaining the patient, provider and payer record confidentiality mandated by law. Database access shall be role-based and vary based on user access controls and data governance rules developed by the State of New Mexico.

The APCD transparency website includes price and quality information for medical and pharmacy services in English and in Spanish.

Conversion activities shall include converting data from the existing APCD and transitioning payers to a new data submission system.

C. SCOPE OF PROCUREMENT

The scope of this procurement is for services to build and maintain an All Payer Claims Database for the State of New Mexico. Services in scope include:

• Data management including collection, hosting, validation and quality assurance of health care claims data, while maintaining security. There are currently 12 primary medical claims payors in the State of New Mexico from whom DOH expects datafile submissions to be acquired on a recurring basis to the Offeror. Additional data will be sought from other payers such as Indian Health Service, Workers’ Compensation, ERISA plans (voluntarily) etc.; for integration into the APCD later. The outcome of data management is to have a validated database, hosted by the Offeror, that will support standardized reporting services that meet the Offeror’s and DOH’s agreed upon data quality thresholds, while also providing role-based database access for designated DOH users that allows for trusted public health decision making.

• Conversion – including transition of data submitters to a new APCD data submission system and conversion of data from the existing APCD.

• Data analytics, reporting and presentation – including comparisons of payers, comparisons of providers and the ability to support health policy decisions by policy makers, public health professionals, consumers, employers, etc.; and the presentation of data in a cost and quality consumer facing webtool.

• Public portal including hosting and updating on a scheduled basis.

• Project management – for delivering the work.

• Additional services – DOH may choose to incorporate additional services such as data management of Indian Health Services (IHS) or Workers’ Compensation data, or other tasks related to the work. These are outlined in the Additional Services portion of APPENDIX F, Detailed Scope of Work, and shall be responded to by Offerors.

DOH intends to award a single contract as a result of this Request for Proposals (RFP). Responders, either directly or through their subcontractor(s), shall be able to provide products and services, and meet all minimum requirements outlined in this RFP. The successful responder (the Contractor) shall be responsible for all contract performance, regardless of subcontractor participation in the work.

The procurement requires Offerors to propose fixed prices for the term of the contract.

The term of this contract will be for five (5) years from the date of award, with five (5) optional one (1) year extensions at the discretion of DOH. This Contract shall not exceed ten (10) years in total, per NM Statute 13-1-150 (B). The State of New Mexico intends to maintain an APCD beyond the 10-year statutory limit of the contract awarded through this RFP.

This RFP will result in a single award.

This procurement will result in a contractual agreement between two parties; the procurement may ONLY be used by those two parties exclusively.

D. PROCUREMENT MANAGER

The Department of Health has assigned a Procurement Manager who is responsible for the conduct of this procurement whose name, address, telephone number and e-mail address are listed below:

Name: Adriana Padilla, Procurement Manager Telephone: (505) 469-7393 Email: Adriana.padilla@doh.nm.gov

1. Any inquiries or requests regarding this procurement should be submitted, in writing, to the

Procurement Manager via the NMDOH Bonfire Procurement Portal. Offerors may contact ONLY the Procurement Manager regarding this procurement. Other state employees or Evaluation Committee members do not have the authority to respond on behalf of the

NMDOH.

2. Protests of the solicitation or award must be submitted in writing to the Protest Manager identified in Section II.B.13. As a Protest Manager has been named in this Request for Proposals, pursuant to §13-1-172 NMSA 1978, ONLY protests delivered directly to the Protest Manager in writing and in a timely fashion will be considered to have been submitted properly and in accordance with statute, rule and this Request for Proposals. Protests submitted or delivered to the Procurement Manager will NOT be considered properly submitted.

Protest Manager: Vincent Lujan , NMDOH Chief Procurement Officer Address: Harrold Runnels Building 1190 S. St. Francis Santa Fe, NM 87501

Email: Vincent.Lujan@doh.nm.gov

PH: (505) 623-1168

E. PROPOSAL SUBMISSION

All deliveries of proposals Must be submitted via the NMDOH Bonfire Procurement Portal. Only electronic submittals in the Bonfire Procurement Portal will be accepted for this RFP.

https://nmhealth.bonfirehub.com/portal/ mailto:Adriana.padilla@doh.nm.gov mailto:Vincent.Lujan@doh.nm.gov https://nmhealth.bonfirehub.com/portal/

F. DEFINITION OF TERMINOLOGY

This section contains definitions of terms used throughout this procurement document, including appropriate abbreviations:

1. “Agency” means the State Purchasing Division of the General Services Department or that State Agency sponsoring this Procurement.

2. “APCD” means All Payer Claims Database. An All Payer Claims Database is a repository that systematically collects health care claims data from a variety of payers for analyses to support health policy.

3. “APCD-CDL™” means All Payer Claims Database Common Data Layout. This is a common core set of APCD data elements / file formats for data submission and exchange with an APCD.

4. “Award” means the final execution of the contract document.

5. “Business Hours” means weekdays (Monday – Friday) 8:00 AM thru 5:00 PM

MST/MDT, whichever is in effect on the date given.

6. “Close of Business” means weekdays (Monday – Friday) 5:00 PM MST/MDT, whichever is in effect on the date given.

7. “Confidential” means confidential financial information concerning Offeror’s organization and data that qualifies as a trade secret in accordance with the Uniform Trade Secrets Act §§57-3-A-1 through 57-3A-7 NMSA 1978,. The following items may not be labelled as confidential: Offeror’s submitted Cost response, Staff/Personnel Resumes/Bios (excluding personal information such as personal telephone numbers and/or home addresses), and other submitted data that is not confidential financial information or that qualifies under the Uniform Trade Secrets Act.

8. “Contract” means any agreement for the procurement of items of tangible personal property, services or construction.

9. “Contractor” means any business having a contract with a state agency or local public body.

10. “Determination” means the written documentation of a decision of a procurement officer including findings of fact required to support a decision. A determination becomes part of the procurement file to which it pertains.

11. “Desirable” – the terms ”may,” “can,” “should,” “preferably,” or “prefers” identify a desirable or discretionary item or factor.

12. “Electronic Submission” means a successful submittal of Offeror’s proposal in the Bonfire system.

13. “Electronic Version/Copy” means a digital format consisting of text, images or both, readable on computers or other electronic devices, which includes all content that the Original document contains. The electronic version/copy CANNOT be emailed.

14. “ETL” means extract, transform and load.

15. “Evaluation Committee” means a body appointed to perform the evaluation of Offerors’ proposals.

16. “Evaluation Committee Report” means a report prepared by the Procurement Manager and the Evaluation Committee to support the Committee’s recommendation for contract award. It will contain scores and written evaluations of all responsive Offeror proposals.

17. “Final Award” means, in the context of this Request for Proposals and all its attendant documents, that point at which the final required signature on the contract(s) resulting from the procurement has been affixed to the contract(s) thus making it fully executed.

18. “Finalist” means an Offeror who meets all the mandatory specifications of this Request for Proposals and whose score on evaluation factors is sufficiently high to merit further consideration by the Evaluation Committee, as explained in Section II.B.8.

19. “Hourly Rate” means the proposed fully loaded maximum hourly rates that include travel, per diem, fringe benefits and any overhead costs for contractor personnel, as well as subcontractor personnel if appropriate.

20. “HIPAA” means Health Insurance Portability and Accountability Act – a United States law designed to provide privacy standards to protect patients’ medical records and other health information provided to health plans, doctors, hospitals and other health care providers

21. “HCA” means the New Mexico Health Care Authority

22. “IT” means Information Technology.

23. “Mandatory” – the terms ”must,” ”shall” ”will,” ”is required,” or ”are required,” identify a mandatory item or factor. Failure to meet a mandatory item or factor may result in the rejection of the Offeror’s proposal.

24. “Minor Irregularities” means anything in the proposal that does not affect the price, quality and/or quantity, or any other mandatory requirement.

25. “Multiple Source Award” means an award of a contract for one or more items of tangible personal property, services or construction to more than one Offeror.

26. “Offeror” is any person, corporation, or partnership who chooses to submit a proposal.

27. “OSI” – means the New Mexico Office of Superintendent of Insurance

28. “Payer" means a health maintenance organization, insurance company, management services organization, or any other entity that pays for or arranges for the payment of any health care or medical care service, procedure, or product, including pharmacy and dental care and products. Primary submitter of data to the APCD.’

29. “PHI” means Protected Health Information- under the US law, any information about health status, provision of health care, or payment for health care that is created or collected by a Covered Entity (or a Business Associate of a Covered Entity), and can be linked to a specific individual. This is interpreted rather broadly and includes any part of a patient's medical record or payment history.

30. “Price Agreement” means a definite quantity contract or indefinite quantity contract which requires the contractor to furnish items of tangible personal property, services or construction to a state agency or a local public body which issues a purchase order, if the purchase order is within the quantity limitations of the contract, if any.

31. “Procurement Manager” means any person or designee authorized by a state agency or local public body with the responsibility, authority, and resources to conduct the RFP procurement, make written determinations regarding the RFP procurement, and/or enter into or administer contracts as a result of the RFP procurement.

32. “Procuring Agency" means all State of New Mexico agencies, commissions, institutions, political subdivisions and local public bodies allowed by law to procure items of tangible personal property, services or construction from the agreement(s) awarded as a result of this RFP.

33. “Project” means a temporary process undertaken to solve a well-defined goal or objective with clearly defined start and end times, a set of clearly defined tasks, and a budget. The project terminates once the project scope is achieved and project acceptance is given by the project executive sponsor.

34. “Provider" means an entity providing health care to patients/citizens

35. “Redacted” means a version/copy of the Offeror’s proposal with the information considered proprietary or confidential (as defined by §§57-3A-1 to 57-3A-7 NMSA 1978 and summarized herein and outlined in Section II.C.8 of this RFP) blacked-out BUT NOT omitted or removed.

36. “Request for Proposals (RFP)” means all documents, including those attached or incorporated by reference, used for soliciting proposals.

37. “Responsible Offeror" means an Offeror who submits a responsive proposal and who has furnished, when required, information and data to prove that his financial resources, production or service facilities, personnel, service reputation and experience are adequate to make satisfactory delivery of the services, or items of tangible personal property described in the proposal.

38. “Responsive Offer” or means an offer which conforms in all material respects to the requirements set forth in the request for proposals. Material respects of a request for proposals include, but are not limited to price, quality, quantity or delivery requirements.

39. “Sealed” means, in terms of electronic submission, an Offeror’s proposal and all accompanying documents has been completely and successfully uploaded into Bonfire system prior to the submission deadline stated in the RFP.

40. “Single Source Award” means an award of contract for items of tangible personal property, services or construction to only one Offeror.

41. “Stakeholder” means entity affected by/interested in the successful establishment and use of an APCD in New Mexico.

42. “NMDOH” means the New Mexico Department of Health.

43. “Staff” means any individual who is a full-time, part-time, or an independently contracted employee with the Offerors’ company.

44. “State (the State)” means the State of New Mexico.

45. “State Agency” means any department, commission, council, board, committee, institution, legislative body, agency, government corporation, educational institution or official of the executive, legislative or judicial branch of the government of this state. “State agency” includes the Purchasing Division of the General Services Department and the State Purchasing Agent but does not include local public bodies.

46. “State Purchasing Agent” means the Director of the Purchasing Division of the General Services Department.

47. “Statement of Concurrence” means an affirmative statement from the Offeror indicating its response to a required Section IV specification agreeing to comply and concur with the stated requirement(s). This statement shall be included in Offerors’ proposal, pursuant to Section III.C.1. (E.g. “We concur,” “Understands and Complies,” “Comply,” “Will Comply if Applicable,” etc.)

48. “Unredacted” means a version/copy of the proposal containing all complete information;

including any that the Offeror would otherwise consider confidential, such copy for use only for the purposes of evaluation.

49. “Written” means typed in standard 8 ½ x 11 inch document format, by common electronic means (such as Microsoft Word, Adobe PDF, etc.). A larger size document is permissible for charts, spreadsheets, etc.

G. PROCUREMENT LIBRARY

A procurement library has been established. Offerors are encouraged to review the material contained in the Procurement Library by selecting the link provided in this document through your own internet connection. The library contains information listed below:

RFP, Questions & Answers, RFP Amendments, etc.

https://www.nmhealth.org/publication/rfp/

Other relevant links:

Active Procurements | NM GSD :

https://www.generalservices.state.nm.us/state-purchasing/active-itbs-and-rfps/active-procurements/

The RFP does not require Offerors to submit and/or request CDL format for proposals. It could potentially benefit Offerors to have more information, but it is up to Offerors to determine the information they want to acquire to support knowledge of APCDs and what they include in the proposals. The APCD Council is an outside entity. The State of New Mexico cannot provide specific APCD-CDL™ information to Offerors. The below reference link to the APCD-CDL™ information is provided for Offerors to request APCD-CDL™ information from directly.

APCD-CDL™ request form website:

https://www.apcdcouncil.org/common-data-layout APCD Manual:

https://www.apcdcouncil.org/manual NM Health Information Systems Laws:

https://nmonesource.com/nmos/nmsa/en/item/4384/index.do#24-14A-1 https://www.nmhealth.org/publication/rfp/ https://www.generalservices.state.nm.us/state-purchasing/active-itbs-and-rfps/active-procurements/ https://www.generalservices.state.nm.us/state-purchasing/active-itbs-and-rfps/active-procurements/ https://www.apcdcouncil.org/common-data-layout https://www.apcdcouncil.org/manual https://nmonesource.com/nmos/nmsa/en/item/4384/index.do%2324-14A-1

II. CONDITIONS GOVERNING THE PROCUREMENT

This section of the RFP contains the schedule of events, the descriptions of each event, and the conditions governing this procurement.

A. SEQUENCE OF EVENTS

The Procurement Manager will make every effort to adhere to the following schedule:

Action Responsible Party Due Dates

1. Issue RFP Agency 10/09/2025

2. Acknowledgement of

Receipt Form Potential Offerors 10/22/2025

3. Pre-Proposal Conference Agency 10/22/2025

4. Deadline to submit Written Questions

Potential Offerors 10/24/2025

5. Response to Written Questions

Procurement Manager 10/28/2025

6. Submission of Proposal Potential Offerors 11/10/2025 7.* Proposal Evaluation Evaluation Committee 11/12/2025 – 11/21/2025 8.* Selection of Finalists Evaluation Committee 11/19/2025 9 * Oral Presentation(s) Finalist Offerors To be determined 10.* Best and Final Offers Finalist Offerors To be determined 11.* Finalize Contractual

Agreements Agency/Finalist Offerors

11/20/2025 – 12/01/2025

12.* Contract Awards Agency/ Finalist Offerors

12/02/2025

13.* Protest Deadline Agency 12/17/2025 *Dates indicated in Events 7 through 13 are estimates only, and may be subject to change without necessitating an amendment to the RFP.

B. EXPLANATION OF EVENTS

The following paragraphs describe the activities listed in the Sequence of Events shown in Section II.A., above.

1. Issue RFP This RFP is being issued on behalf of the State of New Mexico Department of Health on the date indicated in Section II.A, Sequence of Events.

2. Acknowledgement of Receipt Form Potential Offerors shall register through the NMDOH Bonfire Procurement Portal and e-mail the Acknowledgement of receipt form (Appendix A), to Procurement Manager Adriana Padilla at Adriana.padilla@doh.nm.gov to have their organization placed on the procurement mailto:Adriana.padilla@doh.nm.gov distribution list. The form must be returned to the Procurement Manager by 5:00 PM MST/MDT on the date indicated in Section II.A, Sequence of Events.

The procurement distribution list will be used for the distribution of written responses to questions, and/or any amendments to the RFP. Failure to return the Acknowledgement of Receipt Form does not prohibit potential Offerors from submitting a response to this RFP.

However, by not returning the Acknowledgement of Receipt Form, the potential Offeror’s representative shall not be included on the distribution list, and will be solely responsible for obtaining from the Procurement Library (Section I.G.) responses to written questions and any amendments to the RFP.

3. Pre-Proposal Conference A pre-proposal conference will be held as indicated in Section II.A, Sequence of Events, beginning at 10:00AM MST/MDT via https://teams.microsoft.com/meet/2906174231499?p=QM5Bbjchx30fmv7f56

Meeting ID: 290 617 423 149 9 Passcode: ya3HR7e4

+1 505-312-4308,,757251899# United States, Albuquerque

Phone conference ID: 757 251 899#

Potential Offeror(s) are encouraged to submit written questions in advance of the conference to the Procurement Manager (see Section I.D). The identity of the organization submitting the question(s) will not be revealed. Additional written questions may be submitted at the conference. All questions answered during the Pre-Proposal Conference will be considered unofficial until they are posted in writing. All written questions will be addressed in writing on the date listed in Section II.A, Sequence of Events. A public log will be kept of the names of potential Offeror(s) that attended the pre-proposal conference.

Attendance at the pre-proposal conference is highly recommended, but not a prerequisite for submission of a proposal.

4. Deadline to Submit Written Questions Potential Offerors may submit written questions to the Procurement Manager as to the intent or clarity of this RFP until 5:00 PM MST/MDT as indicated in Section II.A, Sequence of Events. All written questions must be addressed to the Procurement Manager as declared in Section I.D. Questions shall be clearly labeled and shall cite the Section(s) in the RFP or other document which form the basis of the question.

https://teams.microsoft.com/meet/2906174231499?p=QM5Bbjchx30fmv7f56 tel:+15053124308,,757251899 tel:+15053124308,,757251899

5. Response to Written Questions Written responses to the written questions will be provided via e-mail on or before the date indicated in Section II.A, Sequence of Events. An electronic version of the Questions and Answers will be posted to: https://nmhealth.bonfirehub.com/portal/

6. Submission of Proposal At this time, only electronic proposal submission is allowed. Do not submit hard copies until further notice.

ALL PROPOSALS MUST BE SUBMITTED TO THE NMDOH BONFIRE

PROCUREMENT PORTAL NO LATER THAN 3:00 PM MST/MDT ON - THE DATE

INDICATED IN SECTION II.A, SEQUENCE OF EVENTS. NO LATE PROPOSAL

CAN BE ACCEPTED. No hard copy proposals will be accepted. All proposals must be submitted via the NMDOH Bonfire Procurement Portal.

It is the Offeror’s responsibility to ensure all documents are completely uploaded and submitted electronically via the Bonfire system by the deadline set forth in this RFP. The Bonfire system will automatically cease uploading data at the date and time of the deadline. Please ensure that you, as the Offeror, allow adequate time for large uploads and to fully complete your submittal by the deadline. A submission that is not both: (1) fully complete;

and (2) received, via the Bonfire system by the deadline, will be deemed late.

Further, a submission that is not fully complete and received via the Bonfire system by the deadline because the response was captured, blocked, filtered, quarantined or otherwise prevented from reaching the proper destination server by any anti-virus or other security software will be deemed late. In accordance with statute and rule, NO LATE PROPOSAL CAN BE

ACCEPTED.

Proposals must be submitted electronically through Bonfire electronic procurement system. Refer to Section III.B.1 for instructions. Proposals submitted by facsimile, or other electronic means other than through the Bonfire electronic e-procurement system, will not be accepted.

A log will be kept of the names of all Offeror organizations that submitted proposals.

Pursuant to §13-1-116 NMSA 1978, the contents of proposals shall not be disclosed to competing potential Offerors during the negotiation process. The negotiation process is deemed to be in effect until the contract is awarded pursuant to this Request for Proposals.

Awarded in this context means the final required state agency signature on the contract(s) resulting from the procurement has been obtained.

7. Proposal Evaluation An Evaluation Committee will perform the evaluation of proposals. This process will take place as indicated in Section II.A, Sequence of Events, depending upon the number of proposals received. During this time, the Procurement Manager may initiate discussions with Offerors who submit responsive or potentially responsive proposals for the purpose of clarifying aspects of the proposals. However, proposals may be accepted and evaluated without such discussion. Discussions SHALL NOT be initiated by the Offerors.

8. Selection of Finalists The Evaluation Committee will select and the Procurement Manager will notify the finalist Offerors as per schedule Section II.A, Sequence of Events or as soon as possible thereafter.

A schedule for Oral Presentation, if any, will be determined at this time. Finalists will be comprised of up to five (5) Offerors receiving the highest cumulative scores in the following sections: Section IV.B.1 Organizational Experiences, Section IV.B.2 General Business Experience and Qualifications, Section IV.B.3 Data Management Experience, Section IV.B.4 Data Analytics Reporting and Presentation Experience, IV.B.5 Privacy and Security Experience, Section IV.B.6 Organizational Reference, Section IV.B.7 Mandatory Specifications, Section IV.B.8 Desirable Specifications.

9. Oral Presentations Finalist Offerors, as selected per Section II.B.8 above, may be required to conduct an oral presentation at a venue to be determined as per schedule Section II.A., Sequence of Events, or as soon as possible thereafter. If Oral Presentations are held, Finalist Offerors may be required to make their presentations through electronic means (Microsoft Teams, Zoom, etc.). The Agency will provide Finalist Offerors with an agenda and applicable details;

including an invitation to the event. Whether or not Oral Presentations will be held is at the sole discretion of the Evaluation Committee.

10. Best and Final Offers Finalist Offerors may be asked to submit revisions to their proposals for the purpose of obtaining best and final offers by as per schedule Section II. A., Sequence of Events or as soon as possible. Best and final offers may also be clarified and amended at finalist Offeror’s oral presentation.

11. Finalize Contractual Agreements After approval of the Evaluation Committee Report, any contractual agreement(s) resulting from this RFP will be finalized with the most advantageous Offeror(s), taking into consideration the evaluation factors set forth in this RFP, as per Section II.A., Sequence of Events, or as soon as possible thereafter. The most advantageous proposal may or may not have received the most points. In the event mutually agreeable terms cannot be reached with the apparent most advantageous Offeror in the timeframe specified, the State reserves the right to finalize a contractual agreement with the next most advantageous Offeror(s) without undertaking a new procurement process.

12. Contract Awards Upon receipt of the signed contractual agreement, the Agency Procurement office will award as per Section II.A., Sequence of Events, or as soon as possible thereafter. The award is subject to appropriate Department and State approval.

13. Protest Deadline Any protest by an Offeror must be timely submitted and in conformance with §13-1-172 NMSA 1978 and applicable procurement regulations. As a Protest Manager has been named in this Request for Proposals, pursuant to §13-1-172 NMSA 1978, ONLY protests delivered directly to the Protest Manager in writing and in a timely fashion will be considered to have been submitted properly and in accordance with statute, rule and this Request for Proposals. The 15 calendar day protest period shall begin on the day following the notice of award of contract(s) and will end at 5:00 pm MST/MDT on the 15th day.

Protests must be written and must include the name and address of the protestor and the request for proposal number. It must also contain a statement of the grounds for protest including appropriate supporting exhibits and it must specify the ruling requested from the party listed below. The protest must be directed to:

Protest Manager: Vicent Lujan , NMDOH Chief Procurement Officer Address: Harrold Runnels Building 1190 S. St. Francis Santa Fe, NM 87501

Email: vincent.lujan@doh.nm.gov

PH: (505) 623-1225

PROTESTS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED.

C. GENERAL REQUIREMENTS

1. Acceptance of Conditions Governing the Procurement Offerors must indicate their acceptance to be bound by the Conditions Governing the Procurement, Section II.C, and Evaluation, Section V, by completing and signing the Letter of Transmittal form, pursuant to the requirements in Section II.C.30, located in

APPENDIX D.

2. Incurring Cost Any cost incurred by the potential Offeror in preparation, transmittal, and/or presentation of any proposal or material submitted in response to this RFP shall be borne solely by the Offeror. Any cost incurred by the Offeror for set up and demonstration of the proposed equipment and/or system shall be borne solely by the Offeror.

3. Prime Contractor Responsibility Any contractual agreement that may result from this RFP shall specify that the prime contractor is solely responsible for fulfillment of all requirements of the contractual agreement with a State Agency which may derive from this RFP. The State Agency entering into a contractual agreement with a vendor will make payments to only the prime contractor.

mailto:vincent.lujan@doh.nm.gov

4. Subcontractors/Consent The use of subcontractors is allowed. The prime contractor shall be wholly responsible for the entire performance of the contractual agreement whether or not subcontractors are used. Additionally, the prime contractor must receive approval, in writing, from the agency awarding any resultant contract, before any subcontractor is used during the term of this agreement.

5. Amended Proposals An Offeror may submit an amended proposal before the deadline for receipt of proposals.

Such amended proposals must be complete replacements for a previously submitted proposal and must be clearly identified as such in the transmittal letter. Agency personnel will not merge, collate, or assemble proposal materials.

6. Offeror’s Rights to Withdraw Proposal Offerors will be allowed to withdraw their proposals at any time prior to the deadline for receipt of proposals. The Offeror must submit a written withdrawal request addressed to the Procurement Manager and signed by the Offeror’s duly authorized representative.

The approval or denial of withdrawal requests received after the deadline for receipt of the proposals is governed by the applicable procurement regulations.

7. Proposal Offer Firm Responses to this RFP, including proposal prices for services, will be considered firm for two hundred forty (240) days after the due date for receipt of proposals or one hundred twenty (120) days after the due date for the receipt of a best and final offer, if the Offeror is invited or required to submit one.

8. Disclosure of Proposal Contents The contents of all submitted proposals will be kept confidential until the final award has been completed by the Agency. At that time, all proposals and documents pertaining to the proposals will be available for public inspection, except for proprietary or confidential material as follows:

a. Proprietary and Confidential information is restricted to:

1. confidential financial information concerning the Offeror’s organization; and

2. information that qualifies as a trade secret in accordance with the Uniform

Trade Secrets Act, §§57-3A-1 through 57-3A-7 NMSA 1978.

b. An additional but separate redacted version of Offeror’s proposal, as outlined and identified in Section III.B.2.a, shall be submitted containing the blacked-out proprietary or confidential information, in order to facilitate eventual public inspection of the non-confidential version of Offeror’s proposal.

IMPORTANT: The price of products offered or the cost of services proposed SHALL NOT be designated as proprietary or confidential information.

If a request is received for disclosure of proprietary or confidential materials, the Agency shall examine the request and make a written determination that specifies which portions of the proposal should be disclosed. Unless the Offeror takes legal action to prevent the disclosure, the proposal will be so disclosed. The proposal shall be open to public inspection subject to any continuing prohibition on the disclosure of proprietary or confidential information.

9. No Obligation This RFP in no manner obligates the State of New Mexico or any of its Agencies to the use of any Offeror’s services until a valid written contract is awarded and approved by appropriate authorities.

10. Termination This RFP may be canceled at any time and any and all proposals may be rejected in whole or in part when the Agency determines such action to be in the best interest of the State of New Mexico.

11. Sufficient Appropriation Any contract awarded as a result of this RFP process may be terminated if sufficient appropriations or authorizations do not exist. Such terminations will be affected by sending written notice to the contractor. The Agency’s decision as to whether sufficient appropriations and authorizations are available will be accepted by the contractor as final.

12. Legal Review The Agency requires that all Offerors agree to be bound by the General Requirements contained in this RFP. Any Offeror’s concerns must be promptly submitted in writing to the attention of the Procurement Manager.

13. Governing Law This RFP and any agreement with an Offeror which may result from this procurement shall be governed by the laws of the State of New Mexico.

14. Basis for Proposal Only information supplied in writing by the Procurement Manager or contained in this RFP shall be used as the basis for the preparation of Offeror proposals.

15. Contract Terms and Conditions The contract between an agency and a contractor will follow the format specified by the Agency and contain the terms and conditions set forth in the Draft Contract Appendix B.

However, the contracting agency reserves the right to negotiate provisions in addition to those contained in this RFP (Draft Contract) with any Offeror. The contents of this RFP, as revised and/or supplemented, and the successful Offeror’s proposal will be incorporated into and become part of any resultant contract.

The Agency discourages exceptions from the contract terms and conditions as set forth in the RFP Draft Contract. Such exceptions may cause a proposal to be rejected as nonresponsive when, in the sole judgment of the Agency (and the Evaluation Committee), the proposal appears to be conditioned on the exception, or correction of what is deemed to be a deficiency, or an unacceptable exception is proposed which would require a substantial proposal rewrite to correct.

Should an Offeror object to any of the terms and conditions as set forth in the RFP Draft Contract (APPENDIX B) strongly enough to propose alternate terms and conditions in spite of the above, the Offeror must propose specific alternative language. The Agency may or may not accept the alternative language. General references to the Offeror’s terms and conditions or attempts at complete substitutions of the Draft Contract are not acceptable to the Agency and will result in disqualification of the Offeror’s proposal.

Offerors must provide a brief discussion of the purpose and impact, if any, of each proposed change followed by the specific proposed alternate wording.

If an Offeror fails to propose any alternate terms and conditions during the procurement process (the RFP process prior to selection as successful Offeror), no proposed alternate terms and conditions will be considered later during the negotiation process. Failure to propose alternate terms and conditions during the procurement process (the RFP process prior to selection as successful Offeror) is an explicit agreement by the Offeror that the contractual terms and conditions contained herein are accepted by the Offeror.

16. Offeror’s Terms and Conditions Offerors must submit with the proposal a complete set of any additional terms and conditions they expect to have included in a contract negotiated with the Agency. See Section II.C.15 for requirements.

17. Contract Deviations Any additional terms and conditions, which may be the subject of negotiation (such terms and conditions having been proposed during the procurement process, that is, the RFP process prior to selection as successful Offeror), will be discussed only between the Agency and the Offeror selected and shall not be deemed an opportunity to amend the Offeror’s proposal.

18. Offeror Qualifications The Evaluation Committee may make such investigations as necessary to determine the ability of the potential Offeror to adhere to the requirements specified within this RFP.

The Evaluation Committee will reject the proposal of any potential Offeror who is not a Responsible Offeror or fails to submit a Responsive Offer as defined in §13-1-83 and §13-

1-85 NMSA 1978.

19. Right to Waive Minor Irregularities The Evaluation Committee reserves the right to waive minor irregularities, as defined in Section I.F.19. The Evaluation Committee also reserves the right to waive mandatory requirements, provided that all of the otherwise responsive proposals failed to meet the same mandatory requirements and the failure to do so does not otherwise materially affect the procurement. This right is at the sole discretion of the Evaluation Committee.

20. Change in Contractor Representatives The Agency reserves the right to require a change in contractor representatives if the assigned representative(s) is (are) not, in the opinion of the Agency, adequately meeting the needs of the Agency.

21. Notice of Penalties The Procurement Code, §§13-1-28 through 13-1-199 NMSA 1978, imposes civil, and misdemeanor and felony criminal penalties for its violation. In addition, the New Mexico criminal statutes impose felony penalties for bribes, gratuities and kickbacks.

22. Agency Rights The Agency in agreement with the Evaluation Committee reserves the right to accept all or a portion of a potential Offeror’s proposal.

23. Right to Publish Throughout the duration of this procurement process and contract term, Offerors and contractors must secure from the agency written approval prior to the release of any information that pertains to the potential work or activities covered by this procurement and/or agency contracts deriving from this procurement. Failure to adhere to this requirement may result in disqualification of the Offeror’s proposal or removal from the contract.

24. Ownership of Proposals All documents submitted in response to the RFP shall become property of the State of New Mexico. If the RFP is cancelled, all responses received shall be destroyed by the Agency.

25. Confidentiality Any confidential information provided to, or developed by, the contractor in the performance of the contract resulting from this RFP shall be kept confidential and shall not be made available to any individual or organization by the contractor without the prior written approval of the Agency.

The Contractor(s) agrees to protect the confidentiality of all confidential information and not to publish or disclose such information to any third party without the procuring Agency's written permission.

26. Electronic mail address required A large part of the communication regarding this procurement will be conducted by electronic mail (e-mail). Offeror must have a valid e-mail address to receive this correspondence. (See also Section II.B.5, Response to Written Questions).

27. Use of Electronic Versions of this RFP This RFP is being made available by electronic means. In the event of conflict between a version of the RFP in the Offeror’s possession and the version maintained by the agency, the Offeror acknowledges that the version maintained by the agency shall govern. Please refer to:

https://nmhealth.bonfirehub.com/portal/?tab=openOpportunities

28. New Mexico Employees Health Coverage A. If the Offeror has, or grows to, six (6) or more employees who work, or who are expected to work, an average of at least 20 hours per week over a six (6) month period during the term of the contract, Offeror must agree to have in place, and agree to maintain for the term of the contract, health insurance for those employees if the expected annual value in the aggregate of any and all contracts between Contractor and the State exceed $250,000 dollars.

B. Offeror must agree to maintain a record of the number of employees who have (a) accepted health insurance; (b) decline health insurance due to other health insurance coverage already in place; or (c) decline health insurance for other reasons. These records are subject to review and audit by a representative of the state.

C. Offeror must agree to advise all employees of the availability of State publicly financed health care coverage programs by providing each employee with,…