1_RFP_S-DASOBO-00010624_FINAL RELEASED.docx

Cover Page Department of Administrative Services, Enterprise Goods and Services, Procurement Services on behalf of Oregon Department of Human Services, Oregon Health Authority, Health Policy and Analytics division of the Oregon Health Insurance Marketplace office Is issuing this Request For Proposals (RFP) under ORS 279B.060 and OregonBuys Bid Number S-DASOBO-00010624

For

OREGON STATE-BASED ACA-COMPLIANT INSURANCE MARKETPLACE (“SBM”) SOLUTION

Date of Issue: July 3, 2024 Opening Date: August 12, 2024, 5:00 P.M. Pacific Time Single Point of Contact (SPC): Julie Curry, State Procurement Analyst

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

INTRODUCTION AND SCHEDULE

INTRODUCTION

The State of Oregon (“State”), acting by and through the Department of Administrative Services, Enterprise Goods and Services, Procurement Services (“DAS PS”) on behalf of the Oregon Department of Human Services (“ODHS”), Oregon Health Authority (“OHA” or “Agency”), Health Policy and Analytics Division (“HPA”), and the Oregon Health Insurance Marketplace office (“Marketplace”) is issuing this RFP to procure a State-Based Insurance Marketplace (“SBM”) Solution (“Solution”). Additional details on the scope of the services are included in the Scope of Services and Solution Requirements sections and related attachments.

The Solution must be compliant with the Affordable Care Act (“ACA”) and comprised of two scopes of service (each a “Part”) as follows:

1. Part One (“Platform”) and

2. Part Two (“CAC” (Consumer Assistance Center) and Mailroom Services).

Agency desires one Contractor to deliver both Parts of the Solution, Services, and any goods (e.g., hardware and equipment) necessary for Agency to meet the goals of this project.

Proposers with direct experience providing both Parts of the desired SBM Solution are preferred, although relevant expertise in an ACA-compliant exchange will also be considered. Proposers with the requisite experience and ability to provide one Part may submit a Proposal that includes a proposed contractual relationship between Proposer and a subcontractor or joint Proposer (“Proposer Partner”) for the other Part. In this instance, the prime Proposer and its Proposer Partner(s) must be identified and must provide detailed information on how all aspects of the Services and Solution will be delivered, and how technical, functional, and procedural integration will occur during the life of the project as part of its Proposal. The State will not act as nor will it separately procure integration services for the SBM Solution.

Agency has a strong preference for a single Contract but will support multiple awards based on the results of Proposal evaluation. Accordingly, DAS PS anticipates the award of one or more Contracts from this RFP. The initial term of the Contract is negotiable, but DAS PS anticipates that the initial term will be seven years, inclusive of Solution implementation time plus an initial, approximately five years of maintenance and operations (“M&O”) with options to renew.

See RFP Attachment J for information regarding Solution Model, Project Timeline, and Enrollment Baseline.

SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change.

“COB” means “close of business day” “N/A” denotes that event is not applicable to this RFP.

“TBD” means “to be determined”.

SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information. Proposer shall direct all communications related to any provision of the RFP, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision only to the SPC.

ATTACHMENTS

The following attachments are incorporated into this RFP:

AUTHORITY, OVERVIEW, AND SCOPE

AUTHORITY AND METHOD

DAS PS is issuing this RFP pursuant to its authority under ORS 279A.050(2) and OAR 125-246-0140.

DAS PS is using the Competitive Sealed Proposals method, pursuant to ORS 279B.060 and OAR 125-247-0260. DAS PS may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

DEFINITION OF TERMS

For the purposes of this RFP, capitalized words will refer to the following definitions.

General Definitions Capitalized terms not specifically defined in this document are defined in OAR 125-246-0110.

For terms used in reference to OregonBuys, the Terminology Crosswalk can be found at TerminologyCrosswalk(BothPhases).pdf (oregon.gov) OregonBuys Additional Definitions.

For project-specific acronyms and definitions see RFP Attachment K. Project-specific Acronyms and Definitions.

OVERVIEW AND PURPOSE

Agency Overview and Background The Marketplace is an office of the HPA division of OHA. Marketplace’s mission is to empower Oregonians to improve their lives through local support, education, and access to affordable, high-quality health coverage. Marketplace administers Oregon’s health insurance exchange in the State, through which Oregonians may purchase Patient Protection and Affordable Care Act (“ACA”)-compliant individual health insurance plans and receive tax credits and cost-saving reductions to make those plans more affordable.

Oregon currently operates as a state-based marketplace on the federal platform (“SBM-FP”) whereby Oregonians enroll in Qualified Health Plans (“QHP”s) through Healthcare.gov. This means Oregon relies on Federally Facilitated Marketplace (“FFM”) enrollment technology and call center provided by the federal Centers for Medicare and Medicaid Services (“CMS”), a division of Health and Human Services (“HHS”), for its Advance Premium Tax Credit (“APTC”), Cost-Sharing Reductions (“CSR”), and plan eligibility, shopping, and enrollment operations. Oregon also relies on the telephone consumer assistance center staffed by customer service representatives – federal employees or contractors – who assist people with APTC and CSR eligibility, plan enrollment and related support over the phone.

Project Overview and Background Senate Bill 972 (2023) requires OHA to transition from an SBM-FP to a state-based eligibility and enrollment platform and call center for operation and administration of Oregon’s health insurance exchange. OHA is required to procure and administer both an information technology platform (Platform) and call center (Customer Assistance Center, or CAC), to use in lieu of the federal platform and call center and provide electronic access to the health insurance exchange by November 1, 2026, in time for open enrollment for plan year 2027.

SBM Project objectives include the following:

1) Retain the overall coverage percentage of marketplace-eligible Oregonians.

2) Coordinate with Oregon’s Medicaid systems to keep people covered during transitions and address churn (stopping and starting OHP/Marketplace coverage).

3) Coordinate with other State agency systems to implement innovative, easy eligibility checks to help increase the rate of insurance among Oregonians.

4) Improve the qualified health plan shopping and customer services experience for Oregonians.

5) Increase visibility for OHA to oversee the enrollment data of Oregonians which will improve targeted enrollment, outreach, and messaging for underserved populations in Oregon. This includes collecting, analyzing, and storing enrollment data, including race, ethnicity, language, and disability (REALD) and sexual orientation and gender identity (SOGI) data, to:

a. Recognize trends and inform policy development and decision-making that affect communities who have been economically and socially marginalized and underserved.

b. Allow for real-time, micro-focused outreach and education to communities who have been economically and socially marginalized and underserved.

c. Create a baseline that will inform outreach and education resource allocation to ensure that the Marketplace effectively and efficiently reaches those impacted most by the inequities inherent in current systems.

6) Increase SBM flexibility to support special enrollments to accommodate Oregon-specific circumstances.

7) Support Oregon’s efforts to contain costs and improve outcomes for all Oregonians, as envisioned by SB 770 (2019).

8) By the end of the project, Oregon will have control over operations, customer service, and service levels of the Solution, similar to Federal-level controls of prior FFM functions.

Additionally, the SBM Project must align with the following strategies:

1) OHA Marketplace Mission: Is to empower Oregonians to improve their lives through local support, education, and access to affordable, high-quality health coverage.

2) ODHS/OHA Strategic Technology Plan: Goal 4: Interoperability and Data of the ODHS|OHA OIS Strategic Technology Plan which promotes usability, interoperability of enrollment data and data sharing and integration with other systems such as the Medicaid Enterprise System.

3) State of Oregon Cloud Forward strategy: See https://www.oregon.gov/eis/siteassets/eis-cloud-forward-20230116.pdf.

4) State of Oregon’s Diversity, Equity and Inclusion Action Plan:

See, https://www.oregon.gov/lcd/Commission/Documents/2021-09_Item-2_Directors-Report_Attachment-A_DEI-Action-Plan.pdf.

SCOPE OF SERVICES AND SOLUTION DESCRIPTION

Agency is seeking a Contractor to transition from the federal marketplace to a state-based eligibility and enrollment marketplace and call center for Oregon’s health insurance exchange. The Services will include implementation of the Platform and CAC, ongoing maintenance and support, associated Services, and all software required to implement, operate, and maintain the Solution. Solution implementation Services should include: requirements analysis and design, fit gap analysis and documentation, data conversion, data migration, testing, training, Go-Live readiness, and cut over to the production environment.

Contractor is expected to provide a robust set of services to support Agency’s needs for the foreseeable future. Project management Services must comply with Project Management Body of Knowledge (“PMBOK”) guidelines (6th edition or more current version).

Agency anticipates that the Services will include the tasks, activities, and deliverables further described in RFP Attachment A1, Scope of Services.

PROCUREMENT REQUIREMENTS

MINIMUM QUALIFICATIONS

To be considered for evaluation, the Proposal must demonstrate how Proposer meets all requirements of this section and other minimum qualifications outlined in Section 1 and Section 2, and the RFP Attachments to which those sections refer.

MINIMUM SUBMISSION REQUIREMENTS

Round 1 Proposal Submissions To be considered for evaluation, the Proposal must contain each of the following elements in the table below (further detailed in Proposal Requirements section below):

Proposal Page Limits There is no page limit on Proposal submissions, but poorly written Proposals will not score well. Poorly written Proposals are characterized by misspellings and grammatical errors, extraneous marketing materials and sales puffery, superfluous content, and other disconnected and irrelevant space filler. A Proposer must comprehensively address Requirements with written submissions that are grammatically correct, concise, precise, and relevant.

Proposal Format and Quantity A Proposal should follow the format and reference the sections listed in this RFP Section 3.2, Minimum Submission Requirements, using the table in RFP Section 3.2.1, Round 1 Proposal Submissions, as a suggested guide, and complying with detailed Proposal requirements in RFP Section 3.3, Round 1 Proposal Requirements, where DAS and Agency define all scored and non-scored elements required for submission. Notwithstanding use of the aforementioned table as a guide, Proposers remain fully responsible for determining whether they have complied with all applicable Proposal submission requirements.

Responses to each element’s section and subsection should be well organized, presented in an easy-to-read format, and labeled to indicate the item being addressed. Proposers must submit all elements requested in compliance with each element’s content requirements; failure to do so may result in the disqualification of the Proposal as non-responsive. Price Proposal Worksheet (RFP Attachment E) information must be submitted as a separate / stand-alone electronic response file. A Proposal should not be “poorly written” as defined in RFP Section 3.2.2.

Proposer must submit one copy of its Proposal electronically through OregonBuys. Proposer must follow the submission procedures outlined in RFP Section 4.6, Proposal Delivery Options. Acceptable electronic formats include the following: Adobe Acrobat (.pdf), Microsoft Word (.doc or .docx), or Microsoft Excel (.xls or .xlsx). Proposer’s Authorized Representative must sign documentation as directed, e.g., RFP Attachment C, Proposer Information and Certification Sheet.

If Proposer believes any of its Proposal submissions are exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit RFP Attachment F, Disclosure Exemption Certificate, and submit a second copy of its Proposal in which it redacts the information it wishes to exempt from public disclosure. Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure. Note that the final price amount is not exempt from public disclosure.

Proposer shall submit one copy of its Proposal and all other submittal requirements, with RFP Attachment C, Proposer Information and Certification Sheet, bearing the Proposer’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx).

OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in RFP Section 4.6.1 for electronic submission.

ROUND 1 PROPOSAL REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Goods to be provided or the Services to be performed or both. A Proposal that merely offers to provide the goods or services as stated in this RFP may be considered non-Responsive to this RFP and will not be considered further. Proposals that require the State to take additional action to implement a fully functional Solution, like requiring the purchase of software separately or in addition to the offered Solution, may be considered non-Responsive.

Proposal should not be “poorly written” as defined in RFP Section 3.2.2, i.e., it should not include extensive artwork, marketing or advertising material, unusual printing or other materials not essential to the utility and clarity of the Proposal. Proposal should be straightforward and address the requests of the RFP. Poorly written and unorganized Proposals may receive a lower evaluation score if specific information is difficult to comprehend or locate, or both.

Proposer Information and Certification Sheet – Attachment C (Pass/Fail) Proposer shall complete and submit RFP Attachment C, Proposer Information and Certification Sheet. The Proposer Information and Certification Sheet (RFP Attachment C) must bear the Proposer’s authorized representative’s signature. Failure of the authorized representative to sign the Proposal may subject the Proposal to rejection by DAS PS. Proposer’s failure to demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification Sheet (Attachment C) may result in a finding of non-Responsibility.

Experience, Capabilities and Project Samples (Scored) Experience and Capabilities. The Proposal must include a narrative statement that describes how the Proposer has the following experience and capabilities:

1. Proposer must have at least three (3) years of experience configuring and implementing Cloud-based SBM solutions in another state.

2. Proposer must have at least five (5) years of experience working with government entities.

3. Proposer and at least one (1) Key Person must have demonstrable experience working in compliance with ACA rules and regulations related to SBMs.

Project Samples. Proposer shall submit samples of at least one (1) but no more than three (3) SBM projects completed within the last five (5) years that are comparable to the scope of this RFP. The samples provided can be from projects that were completed under a different business entity.

Proposer shall include the following for each Project Sample:

1. Contact information for the sample project customer. DAS PS may contact the project contact for additional information.

2. At least an excerpt from the final project plan, project schedule, implementation plan, and implementation timeline.

3. A project overview including underlying project type, size, budget/financial methodology, duration, and objectives.

4. Any other relevant documentation like fit gap documentation, requirements traceability matrix, and test results documentation.

5. A description of the results and value provided to the customer by Proposer and whether the services were accomplished within Proposer’s original plan and schedule or needed to be revised (with succinct explanations for any revisions).

Proposed Scope of Services, Proposed Project Implementation Plan, and Proposed PMP (Scored) Proposer shall submit a proposed Scope of Services response in the context of the information provided in Section 2.4, Scope of Services and Solution Description, RFP Attachment A1, Scope of Services, and relevant functionality detailed in RFP Attachment H. The Scope of Services response will inform DAS and Agency as to the character and content of the initial statement of work they will develop with the should include any additional Tasks and Deliverables that Proposer believes are necessary, in the context of its customary implementation strategy, to fully deliver the Platform. Each Deliverable must be called out by title and the proposed pricing is to be included in the ‘Other (Re-Occurring or One time cost)’ category in RFP Attachment E, Price Proposal. The Proposed Scope of Services must include at a minimum:

1. Proposed Project Management Plan (“PMP”) and Schedule: Proposer shall provide a detailed project management plan that addresses, at a minimum, risk and issues management, scope management, software development approach (e.g., agile). The PMP must adhere to applicable PMBOK guidelines.

a. A Platform Change/Release Management Plan must be included with the PMP. This plan must document a process to request changes to the proposed Platform. This process must include the submission of the request for change, estimation work products including estimated hours, cost and timeline.

2. Proposed Platform Implementation Plan: Proposer shall provide a plan for the activities to design, configure, implement and deliver the proposed Platform in a phased approach as outlined in this RFP. The Implementation Plan must include or address by reference, at a minimum, the following:

a. Platform Annual Work Cycle Plan – A plan to be implemented after Operational Readiness for ongoing maintenance and operations, inclusive of procedural, compliance, and regulatory milestones (inspection, certification, carrier plan data correction, reporting, auditing, etc.).

b. Electronic Data Interchange (“EDI”) Interface Test Plans – Planning documentation setting out the technical and functional requirements for successful EDI with each external system gathered and used to create and execute a detailed EDI Interface Test Plan for each external system, to be furnished to the administrator(s) of each system. The EDI Interface Test Plan must include at least one full test run for each EDI-enabled external system.

Additionally, the plan must communicate the technical requirements for the EDI Interface Test Plans to IT personnel from the State and Oregon’s on-Marketplace insurance carriers.

c. Data Conversion and Migration Plan – A plan to ensure the successful migration of Plan Year 2026 consumers from the FFM to the proposed Platform. The plan must include technical requirements detailing the necessary format and data elements, to be furnished to CMS. The Data Conversion and Migration Plan must include at least the following:

i. A description of the general approach that will be used to extract, transform, cleanse and load data from the legacy source to the Platform;

ii. Targets for Extract, Transform and Load (“ETL”) performance, error handling and audit trails;

iii. Defined processes for data cleansing and harmonization procedures to manage data conversion from current systems, including up to five (5), full mock data loads; and

iv. A description of how data mismatches or outlier scenarios will be resolved.

d. Carrier Plan Certification Plan – A detailed Carrier Plan Certification Plan to ensure that carrier plan data is loaded from the System for Electronic Rates and Forms (“SERFF”) and made available for carrier review/correction during the data correction windows in July and September.

e. Consumer Reconciliation Plan – A detailed Consumer Reconciliation Plan to ensure that migrated consumer data from the FFM remains sufficiently in sync with subsequent enrollment, effectuation, and account maintenance transactions such that the migrated data can be utilized for eligibility re-verification and auto-reenrollment.

f. Marketplace Testing and Training Environment – A plan setting out the process to complete the initial configuration of the Platform, including the configuration of electronic interfaces to external systems; the configuration of a fully functional, sandboxed Marketplace Testing Environment; the configuration of a fully functional, sandboxed Marketplace Training Environment for ongoing use by OHA and CAC personnel; and the deployment of the codebase to the testing and training environments.

g. User Acceptance Test (“UAT”) Plan and Environment – A detailed UAT Plan and configuration of a fully functionally Marketplace User Acceptance Test environment containing a copy of all software that is ready for deployment for UAT testing and verifying and testing production defects. Additionally, the plan must describe how all discovered defects will be resolved or how Contractor will provide a resolution plan for any such discovered defects. Agency’s expectation is that no defects will be implemented into production.

h. Eligibility Re-Verification Plan – A detailed Eligibility Re-Verification Plan to ensure a complete and accurate re-verification of migrated consumer eligibility.

i. Auto Re-Enrollment Plan – A detailed Auto Re-Enrollment Plan to ensure complete and accurate re-enrollment of migrated consumers without an active plan selection during Plan Year 2027 OEP.

j. End-to-end Testing Plan – A plan that ensures comprehensive validation of Marketplace system's functionality, data flow, and integrations from the source systems through to the target systems. The plan specifies that the End-to-End testing takes place before User Acceptance Testing (UAT). One or more Test Plans to document Contractor testing phases, to include multiple test plan documents for different Contractor testing phases. The Test Plan must include, but is not limited to:

i. Test scope;

ii. Assumptions and constraints;

iii. Testing communication;

iv. Risks;

v. Test strategy;

vi. Entry and exit criteria;

vii. Test data requirements;

viii. Test environment requirements;

ix. Identify when retesting and regression testing will be performed;

x. Roles and responsibilities;

xi. Schedule;

xii. Defect management; and

xiii. Performance Testing.

k. Load Testing Defect Management Plan – A plan to identify and resolve defects pertaining to the Platform identified during testing as well as during production after implementation. Contractor will be responsible for overall defect management for the Platform and will develop the Defect Management Plan to document the process to identify, report, track, monitor, and resolve defects identified during testing and production to OHA. Contractor must use a tool (such as ServiceNow or Team Foundation Server) that allows for the reporting, tracking, and monitoring defects and resolution timeframes.

l. Training Plan – The plan to identify the approach to training, schedule, tools, environments, readiness and user guides to be developed. It must contain all training needed to fully operate and maintain the Platform. It must also include proposed training plans, training materials, and other plans necessary to ensure that the Agency’s organizational change management plan is complete and thorough. Training needs must be broken down by person/role so it is clear what level of training is required. This deliverable may need periodic refreshes during the period of performance. Additionally, the plan must include creating a comprehensive Knowledge Transfer Plan outlining OHA's roles and responsibilities pre and post Go-Live.

m. System Security Plan – A System Security Plan following the Office of the State Chief Information Officer aka Enterprise Information Services (EIS) Cyber Security Services (CSS) Security Plan Template at https://www.oregon.gov/das/OSCIO/Documents/SystemSecurityPlan.docx. Contractor will submit the System Security Plan to the OIS/ EIS Chief Security Officer and OHA for approval.

Contractor will be required to comply with Security requirements set forth in this RFP and with State Information Technology Policies, as well as compliance with the requirements of the CMS current framework (presently MARS-E 2.2) and all applicable deliverables System Security Plan and Plan of Action and Milestones (POAM). The plan must include comprehensive data security and privacy measures to enable the users to perform data analysis, quality assessment, governance, classification, integrity, and management in compliance with the criteria defined by HB 2134 (2013) and HB 3361 (2017), respectively.

For HB 2134 (2013), see: https://www.oregonlegislature.gov/bills_laws/lawsstatutes/2013orLaw0264.pdf).

For HB 3361 (2017), see: https://www.oregonlegislature.gov/bills_laws/lawsstatutes/2017orlaw0720.pdf).

n. User Reference Manual – A detailed User Reference Manual describing the complete feature set of the Platform, including detailed instructions for the business processes supported therein, for use by OHA and CAC staff.

o. Disaster Recovery Plan – A Disaster Recovery Plan and Disaster Recovery Process Document that adheres to the ODHS/OHA Disaster Recovery Policy for Information Technology and ODHS/OHA Disaster Recovery Process for Information Technology. Both policies are located at:

Oregon Department of Human Services : ODHS | OHA Policies, Processes and Guidelines : Rules and Policies : State of Oregon

3. CAC Project Management Plan and Schedule: A detailed project management plan that addresses, at a minimum, risk and issues management, scope management, software development approach (e.g., agile). The Project Plan must adhere to PMBOK guidelines and must identify activities specific to the Consumer Assistance Center and to the Mailroom Services components of the Scope of Services. Additionally, Proposer shall include a detailed project schedule as a Microsoft Project Data File (MPP).

4. CAC Implementation Plan: A plan for the activities to design, configure, implement and deliver the proposed CAC in a phased approach as outlined in this RFP. The Implementation Plan must include or address by reference, at a minimum, the following:

a. CAC Annual Work Cycle Plan – A plan to be implemented after CAC Operational Readiness for ongoing maintenance and operations, inclusive of procedural, compliance, and regulatory milestones (inspection, certification, carrier plan data correction, reporting, auditing, etc.).

b. Consumer Assistance Center Technology Readiness Plan – A CAC Technology Readiness Plan to ensure optimal technical integration between the Platform and the CAC.

c. Consumer Messaging Plan – A Consumer Messaging Plan for the purpose of educating migrated consumers on the actions required for re-verification of their migrated consumer accounts.

d. Open Ticket Migration Plan – An Open Ticket Migration Plan to ensure that open tickets from the federal call center are successfully migrated to the CAC CRM system in time for Go-Live.

e. CAC Standard Operating Procedures Manual – Standard operating procedures, as well as agreed-upon benchmarks and service-level targets, in a Consumer Assistance Center Standard Operating Procedures Manual.

f. Mailroom Technology Readiness Plan – A Mailroom Technology Readiness Plan for the full operation of the Mailroom, including generating and printing notices, scanning and indexing incoming documents, and any other required Services.

g. Mailroom Operations Plan – A detailed Mailroom Operations Plan, inclusive of procedural, compliance, and regulatory milestones (inspection, certification, reporting, auditing, etc.).

h. Mailroom Standard Operating Procedures Manual – Standard operating procedures, as well as agreed-upon benchmarks and service-level targets, in a Mailroom Standard Operating Procedures Manual.

i. Support Management Plan – A detailed heightened customer support plan for implementing a "hypercare" phase during the initial 60 to 90 days after Go-Live, including monitoring call volume, assessing issues, categorizing defects, identifying trends and trouble areas, defining metrics, and establishing criteria for exiting the hypercare phase.

References – Attachments D and D1 (Scored) Proposer shall provide at least four (4) references.

First, at least three (3) references for Cloud-based solutions of comparable size and scope using the RFP Attachment D, Reference Check Form for Solution Reference. At least one (1) of the references must be from a state customer for whom Proposer has provided a comparable SBM Solution.

Second, Proposer shall provide at least one (1) additional reference from a carrier that receives enrollees via the Proposer’s SBM solution in another state using the RFP Attachment D1, Reference Check Form for Insurance Carrier. When possible, reference should be from a carrier that also offers health insurance plans in Oregon: BridgeSpan, Kaiser Permanente, Moda Health, Pacificsource Health Plans, Providence Health Plans, and Regence Blue Cross Blue Shield of Oregon.

For the minimum three (3) Solution Reference Forms and one (1) Carrier Reference Form, Proposer shall send the forms to its references. The reference forms must be completed by the respective reference and sent via email directly to the SPC. Reference forms must be received by the Opening (Proposals Due) Date. Reference forms not received by Opening will not be scored.

DAS PS may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. DAS PS may use references to obtain additional information, or verify any information needed. DAS PS may contact any reference (submitted or not) to verify Proposer’s qualifications.

Staffing Plan, Key Persons, Organizational Chart, Organizational Profile, and Subcontractors (Scored) Staffing Plan. Proposer shall submit a Staffing Plan, identifying proposed Key Persons, staff, and/or subcontractors and their experience. The Plan must identify a senior executive that project risks, issues, or concerns can be escalated to if the project team is unable to resolve them.

Key Persons. Proposer shall specify Key Persons to be assigned to the Services and position and include a current resume (not to exceed two (2) pages each) for each individual that demonstrates qualifications and experience for the Services proposed.

Organizational Chart. Proposer shall provide an organizational chart identifying the staffing that will provide the Services required by this RFP, illustrating the lines of authority as appropriate.

Organization Profile. Proposer must provide a profile of its organization. This is Proposer’s opportunity to give an overview of its organization, describe the structure of its business, and discuss how the organization can effectively deliver the Services described in this RFP. The Profile must include:

1. Ownership. If incorporated, the state in which the organization is incorporated and the date of the incorporation;

2. Location of the organization’s offices (headquarters and branches);

3. Location of the office from which employees will be assigned to work on the Project for the Agencies;

4. Number of employees located in the Pacific Northwest, nationally, and internationally;

5. Established business relationships with proposed subcontractors (e.g., data conversion contractor); and

6. Organization’s client base.

Subcontractors. If Proposer intends to work with subcontractor(s), Proposer shall include a statement detailing any subcontracting firms or individual subcontractors that may be engaged as part of the Proposal to this RFP, with those entities and the Services they will provide clearly identified. All enrollee data and systems handling enrollee data must remain within the continental United States or U.S. territories.

SBM Solution Functionality – RFP Attachment H (Scored) Proposer shall submit a narrative addressing the high-level requirements set forth in Section 2.4., Scope of Services and Solution Description, and RFP Attachment A1, Scope of Services.

According to its instructions, Proposer shall complete and submit RFP Attachment H, SBM Solution Functionality. The attachment is embedded with formulae that will generate up to 150 Points depending upon the code selections entered by the Proposer. In addition, Evaluation Committee members will follow the subjective assessment and scoring process depicted in RFP Section 4.12 and access Proposer’s required comments and its high-level description of Services for up to an additional 300 points broken out by Requirement Area as depicted in RFP Attachment H.

SPECIAL NOTE: The Solution must meet all requirements identified in SBM Solution Functionality (Attachment H) as measured and validated during testing prior to Go-Live. The Solution must be scalable and flexible to be used enterprise wide (e.g., providers from other ODHS divisions and OHA) throughout the State of Oregon.

Security Requirements (Pass/Fail) Proposer must provide a narrative statement that demonstrates how the Proposer will meets all requirements of this section:

1. Data Protections

a. Proposer understands and has the capability of handling and protecting Agency Data that has been classified as Level 3 Information under the State of Oregon’s Information Asset Classification policy, available online at:

https://www.oregon.gov/das/Policies/107-004-050.pdf.

b. Proposer and its employees, contractors, and agents shall comply with all applicable state and federal laws and regulations, and State of Oregon policies governing Agency Data and its use and disclosure, including as those laws, regulations, and policies may be updated from time to time, including:

· Oregon’s Statewide Information Security Standards, found online at: https://www.oregon.gov/eis/cyber-security-services/Pages/guidance-for-state-agencies.aspx including security controls that meet or exceed “Moderate” security controls in the National Institute of Standards and Technology (NIST) Special Publication (SP) 800-53.

· Oregon’s Statewide Information Security Plan, found online at: https://www.oregon.gov/eis/cyber-security-services/Pages/guidance-for-state-agencies.aspx

· Statewide Cloud Computing policy: http://www.oregon.gov/das/policies/107-004-150.pdf

· Oregon’s Statewide Information Technology Policies: www.oregon.gov/das/Pages/policies.aspx#IT.

· Privileged Access Monitoring and Reporting viewable at: https://www.oregon.gov/das/Policies/107-004-140.pdf

· CMS current framework (presently MARS-E 2.2)

2. Security Narrative As an organization that shares in the responsibilities to protect the State's data, it is important to understand how cybersecurity principles at an architectural and organizational level will be applied. Proposer shall provide a narrative that describes Proposer’s security program as it relates to the proposed Solution, addressing the following NIST 800-53 control families in the response.

NIST 800-53 control families

Performance Metrics and Service Levels (SLAs) (Scored) Proposer shall submit its proposed performance metrics and service level agreement(s).

Price Proposal – Attachment E (Not Scored) Proposer shall complete and submit the Price Proposal (RFP Attachment E). The Price Proposal may be used by Agency for information gathering, future comparisons, or for other relevant purposes.

Underlying Agreements (Not Scored) Proposer will submit any additional documents required for this project (e.g., End User License Agreement (EULA), Maintenance Agreement, Service Level Agreement (SLA), etc.).

Value Added Services (Not scored) If Proposer is proposing any value-added services, Proposer shall include a statement describing these services. Proposer may submit services including solution engineering, installation, configuration, training and maintenance/support, the corresponding prices and subcontractors and/or resellers available to provide said services.

Disclosure Exemption Affidavit – RFP Attachment B (Pass/Fail) Proposer shall complete and submit the Disclosure Exemption Affidavit (RFP Attachment B) as part of the Proposal. Submission is required even if Proposer is not identifying confidential or proprietary information and data for nondisclosure. If Proposer is identifying items for nondisclosure as confidential or proprietary, Proposer must specify the reason for the exemption.

Redacted Proposal. If Proposer is identifying items for nondisclosure, Proposer must provide an appropriately redacted copy of the complete, original Round 1 Proposal submissions.

Certified Disadvantaged Business Outreach Plan (Pass/Fail) Proposer shall complete and submit Certified Disadvantaged Business Outreach Plan (RFP Attachment F).

Responsibility Inquiry (Attachment G) (Pass/Fail) Proposer shall complete and submit Responsibility Inquiry (RFP Attachment G).

DAS PS must find that Proposer is Responsible in order to award a Contract. DAS PS may, at any time, find a Proposer to be not Responsible and excuse the Proposer from further participation in the RFP process.

ROUND 1 SOLICITATION PROCESS

PUBLIC NOTICE

The RFP and attachments are published in the State of Oregon’s electronic procurement system, OregonBuys at https://oregonbuys.gov/. Documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFP will be made by written Amendment(s) published in OregonBuys. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Amendment(s) have been issued. Amendment(s) are incorporated into the RFP by this reference.

OREGONBUYS

All Proposers must be registered in OregonBuys to do business with the State. Registration is free. To create a vendor account, click the blue “Register” button in the top right corner of the OregonBuys website: https://oregonbuys.gov/bso. For registration assistance, see vendor registration guidance.

PROPOSERS ARE SOLELY RESPONSIBLE FOR ENSURING THEIR VENDOR INFORMATION IS CURRENT AND CORRECT IN OREGONBUYS. DAS PS WILL ACCEPT NO RESPONSIBILITY FOR MISSING OR INCORRECT VENDOR INFORMATION OR ALTERNATIVE ACCESSIBILITY TO AMENDMENT(S), ATTACHMENTS AND EXHIBIT.

OregonBuys Assistance. Parties needing assistance with OregonBuys may contact the OregonBuys Helpdesk by telephone at (855) 800-5046 or by email at support.oregonbuys@oregon.gov.

PRE-PROPOSAL CONFERENCE

DAS PS and Agency will conduct a pre-Proposal teleconference on the date and at the time listed in the Schedule. Prospective Proposers’ participation in this conference is VOLUNTARY.

The purpose of the pre-Proposal teleconference is to:

1. Provide additional description of the Project;

2. Explain the RFP process; and

3. Answer any questions Proposers may have related to the Project or the solicitation process.

Prospective Proposers must notify the SPC via email concerning planned participation in the conference. Email notifications must be received no later than the date and time listed in the Schedule and provide:

1. Email Subject Line: S-DASOBO-00010624 Pre-Proposal Conference Participation;

2. Company Name; and

3. Name and Contact Information for each company representative participating.

The SPC will reply via email with conference details (telephone number and access code) and conference agenda material (if any).

Oral statements made at the pre-Proposal teleconference are not binding upon the State Parties. For binding State Parties’ responses, Proposers must submit all questions in Writing, and the State Parties will thereafter commit to Written responses to all such Written questions

QUESTIONS / REQUESTS FOR CLARIFICATION

All inquiries, whether relating to the RFP process, administration, deadline, or method of award, or to the intent or technical aspects of the RFP must:

1. Be delivered to the SPC via an OregonBuys submission or email transmission;

2. Reference the OregonBuys bid number;

3. Identify Proposer’s name and contact information;

4. Refer to the specific area of the RFP being questioned (i.e., page, section, and paragraph number); and

5. Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule in RFP Section 1.2

SOLICITATION PROTESTS

Protests to RFP Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Services, and the proposed Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except for protests of Addenda or the terms and conditions of the proposed Contract, as provided below. DAS PS will respond timely to all protests submitted by the due date and time listed in the Schedule. Protests that are not received timely or do not include the required information may not be considered.

1.1.2 Protests to Amendment(s)

Prospective Proposer may submit a Written protest of anything contained in an Amendment. Unless the Amendment imposes a different protest deadline date/time, protests to an Amendment, if issued, must be submitted by 5:00 p.m. Pacific Time on the second Business Day following the issuance of the Amendment, or they will not be considered. Protests of matters not added or modified by the Amendment will not be considered.

Requirements for Protests:

All protests must:

1. Be delivered to the SPC via email;

2. Reference the OregonBuys bid number;

3. Identify prospective Proposer’s name and contact information;

4. Be sent by an authorized representative;

5. State the reason for the protest, including:

i. the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name; and

ii. evidence or documentation that supports the grounds on which the protest is based; and

6. State the proposed changes to the RFP provisions or other relief sought.

Protests to the RFP must be received by the due date and time identified in the Schedule in RFP Section 1.2. Protests to RFP Amendment(s) must be received by the due date identified in the respective Amendment.

PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before the RFP Opening (Proposals Due) Date outlined the Schedule in Section 1.2. DASPS is not responsible for any delays in transmission errors or delays, or for any mis-delivery for any reason. Proposer is responsible for making sure all documents are uploaded prior to the Opening (Proposals Due) Date and Time. A Proposal submitted by any means not authorized below will be rejected.

OregonBuys Electronic Submission or Other Electronic Media Proposal submission must be submitted electronically either through OregonBuys at: https://OregonBuys.gov/ or through other electronic media as described below. Electronic submission via OregonBuys is strongly preferred absent some reasonably unforeseeable circumstance that may justify Proposal submission through “Other Electronic Media” as described below. Detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf. As a courtesy that PDF document is also inserted below as an embedded document object.

In the right circumstance as described above, Proposer may also choose alternative means of electronic submission via a secure USB drive delivered to the SPC by mail, parcel carrier, in person; or via digital files attached to an electronic mail submission to the email address of the SPC. In the case of submission via a secure USB drive delivered to the SPC by mail, parcel carrier, or in person, such submission must be clearly labeled and sealed in an envelope, package, or box as appropriate to the device. The outside of the sealed submission must clearly identify Proposer’s name and the RFP number. It must be sent to the attention of the SPC at the address listed on the Cover Page.

Note that Proposer shall advise the SPC of any such submission by “Other” electronic media in a reasonable period prior to the Opening (Proposals Due) Date and that delivery must be directly coordinated with the SPC in advance of such submission.

PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, the Proposer must submit its modification in one of the authorized methods listed in Section 4.6 (Proposal Delivery Options). To be effective the notice must include the OregonBuys bid number and be submitted to the SPC prior to Opening.

If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice signed by an authorized representative of its intent to withdraw to the SPC via email prior to Opening in accordance with OAR 125-247-0440.