2022-24 RFQ Business Impact Analysis Plan Development.pdf

RFQ 2022-24 Business Impact Analysis Plan Development Page 1

REQUEST FOR QUOTES (RFQ) #2022-24

Issue Date: November 22, 2022

Project Name: Business Impact Analysis Plan Development Quote Due Date/Time: December 15, 2022, 2:00 PM Pacific Time Procurement Representative: Kim Randall Phone: 503-416-4760 Email: randallk@careoregon.org

SUBMIT QUOTES VIA EMAIL TO PROCUREMENT@CAREOREGON.ORG

PLEASE NOTE: EMAIL SUBMISSIONS SHOULD HAVE

“RFQ 2022-24” IN THE SUBJECT LINE

1. ANNOUNCEMENT AND SPECIAL INFORMATION

Quoters are required to read, understand, and comply with all information contained within this Request for Quotes (“RFQ”). All quotes are binding upon Quoter for sixty (60) days from the Quote Due Date/Time. Quotes received after the Quote Due Date/Time may not be considered. If authorized in the RFQ and resulting contract, travel and other expense reimbursement will only be reimbursed in accordance with the CareOregon Travel Reimbursement Allowance in effect at the time the expense is incurred. The Policy may be found at https://www.careoregon.org/contact-us/vendor-resources.

RFQ Documents can be downloaded from OregonBuys at the following address:

https://oregonbuys.gov/bso/. Prospective Quoters will need to sign in to download the information and that information will be accumulated for a Plan Holder's List. Prospective Quoters are responsible for obtaining any addenda or clarifying questions from OregonBuys.

Complete Quotes must be emailed to Procurement@careoregon.org. The subject line of the email must identify the RFQ title. Quoters are encouraged to contact Procurement to confirm receipt of the Quote.

All questions regarding this RFQ are to be directed to the Procurement Representative named above.

Quoters may not communicate with CareOregon employees or representatives about the RFQ during the procurement process until the Procurement Department has notified Quoters of the selected Quoter. Communication in violation of this restriction may result in rejection of a Quoter.

2. WHO IS CAREOREGON?

CareOregon is a nonprofit that’s been involved in health plan services, reforms, and innovations since 1994. We serve both Oregon Health Plan (Medicaid) and Medicare members. Our mission is building individual well-being and community health through shared learning and innovation. Our vision is healthy communities for all individuals, regardless of income or social circumstances.

We focus on the total health of our members, not just traditional health care. In teaming up with members, their families, and their communities, we help Oregonians live better lives, prevent illness and respond effectively to health issues. We believe Oregonians deserve having the best opportunities for good health, and we’re dedicated to achieving world-class health care.

Our approach is to support health in the community as well as clinics and hospitals. In providing health plan services to four Coordinated Care Organizations, we directly serve about 250,000

CareOregon, Inc.

Procurement Department

315 SW 5th Ave.

Portland, OR 97204

(503) 416-7646 (Office) mailto:randallk@careoregon.org mailto:Procurement@careoregon.org https://www.careoregon.org/contact-us/vendor-resources https://www.careoregon.org/contact-us/vendor-resources https://oregonbuys.gov/bso/ mailto:Procurement@careoregon.org

RFQ 2022-24 Business Impact Analysis Plan Development Page 2

Oregonians throughout the state. Our members receive care in community health centers, large health systems, academic health centers, private practice groups and hospital-affiliated group practices.

CareOregon has approximately 1200 employees with its main office in Downtown Portland, Oregon and has affiliated offices in Seaside and Medford, OR. Currently most of the workforce is conducting operations remotely.

In addition to office-based staff, CareOregon has several community-facing programs and additionally operates a Portland-based medical practice which employs approximately 100 homecare providers. This in-home practice provides primary care, hospice, and palliative care services in the community.

3. BACKGROUND

To ensure that our mission can continue, CareOregon is looking for a Contractor to develop a Business Impact Analysis (“BIA”) enterprise wide, which is about 30 to 35 departments. CareOregon is also requesting the awarded Contractor to develop a comprehensive Business Continuity Plan (“BCP”) for a single department for CareOregon to use as a planning model for other departments within the organization.

CareOregon has created a disaster preparedness program based on NFPA 1600 standards which include performing a BIA to assess the potential impacts of a disruption to critical business operations because of an accident, disaster, or emergency.

The last BIA was conducted in 2018 and since then, CareOregon has gone through various organizational changes. These changes included reorganization, addition, or discontinuation of some departments.

This BIA will examine the current state of the organization.

4. SCOPE

Contractor shall provide the following deliverables within six months of Contract award:

A. Vendor shall conduct a BIA for all departments (enterprise wide). The BIA will identify the following:

a. Dependencies:

1. Information Technology

2. Facilities

3. Personnel

4. Vendors

5. Other internal departments

6. Equipment and/or supplies

b. Identify single points of failure.

c. Impact of disruption over time.

B. The Contractor will work with the CareOregon Disaster Preparedness team to incorporate the

BIA into the Fusion Framework System. The Fusion Framework System is a flexible and integrated suite of platform capabilities with a comprehensive scope of solutions encompassing IT disaster recovery, crisis, incident management and dependency mapping.

C. The Contractor will also develop one (1) department level Business Continuity plan based on the completed BIA in the Fusion Framework System. The plan will include the following loss scenarios:

a. Information Technology disruption

b. Loss of:

• Personnel

RFQ 2022-24 Business Impact Analysis Plan Development Page 3

• Facilities

• Key vendors

• Key equipment/supplies

D. Contractor will provide a final comprehensive brief, to include recommendations for key actions that will improve our business continuity position and reduce overall risks and improve organizational resilience.

5. DELIVERABLES

Contractor will deliver the following:

1. Business Impact Analysis for all departments (enterprise wide) at CareOregon based on the

Fusion Risk Management platform

2. Complete Business Continuity Plan (BCP) for one (1) department using the Fusion

Framework System

3. Provide a final comprehensive report that identifies the risks and areas of improvement enterprise wide and from the one department level BCP?

6. PERFORMANCE REQUIREMENTS

Contractor shall perform or adhere to the following:

• Assign one point of contact to CareOregon to address questions, concerns and or complaints.

This point of contact should have the ability to get information and resolve issues quickly and effectively.

• Contractor will follow agreed upon timeline. Adjustments can be made with consultation from the CareOregon Contract Administrator for this project.

• Contractor represents that it has sufficient staffing and resources such that it can meet the timeframes identified.

• Contractor will provide weekly updates to the CareOregon Contract Administrator.

• Contractor to comply with all applicable regulatory requirements specified by HIPAA and

HITECH that are applicable to this project.

7. CONTRACTOR QUALIFICATIONS

Contractor shall be regularly engaged in the business of providing business continuity analysis and planning.

Contractor, or their staff, is strongly recommended to hold degrees or certificates that indicate competency in this field of work, for example:

• Certified Business Continuity Professional

• Business Continuity and Resiliency Professional

• Certified Business Continuity Manager

• Certified Business Resilience Manager

It is also desirable that the Contractor be familiar with the Fusion Framework System and its Business Continuity Management Software.

Knowledge of coordinated care organizations (CCO) or healthcare insurance organizations is desirable.

8. TERM OF CONTRACT

Work is intended to start in first quarter 2023 and must be completed by September 30, 2023.

9. SAMPLE CONTRACT

Submission of a Quote in response to this RFQ indicates Quoter’s willingness to enter into a contract containing substantially the same terms of the below referenced contract, which can be found at:

RFQ 2022-24 Business Impact Analysis Plan Development Page 4 https://careoregon.org/contact-us/vendor-resources, with the requirements indicated below. No action or response to the sample contract is required under this RFQ. The applicable sample contract is the:

Professional Services Contract (unless checked, item does not apply)

The following paragraphs of the Professional Services Contract will be applicable:

Article I, Paragraph 5 – Travel and Other Expense is Authorized Article II, Paragraph 29 – Protection of Patient Privacy and Security (BAA Required) Article II, Paragraph 30 – Criminal Background Check Requirements Article II, Paragraph 31 – Key Persons Article II, Paragraph 32 – On-Call Contract Basis Article II, Paragraph 33 – CareOregon Data Security Requirements

The following insurance requirements will be applicable:

Commercial General Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for Bodily Injury and Property Damage.

Professional Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for damages caused by error, omission, or negligent acts.

Automobile Liability: combined single limit, or the equivalent, of not less than $500,000 per occurrence for Bodily Injury and Property Damage. (Required if driving on CareOregon property)

Cyber Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence for network security (including data breach), privacy, interruption of business, media liability, and errors and omissions.

10. QUOTE

Quotes may not exceed a total of 20 pages (single-sided), inclusive of all exhibits, attachments, or other information. Quotes should be short and concise with the following information:

A. Company experience in these types of projects.

B. Experience of staff that will work on the project including any certifications.

C. Provide a project workplan that outlines project approach, milestones, and timelines.

D. Identify knowledge of Fusion Risk Management Platform.

E. Identify knowledge of Coordinated Care Organizations or other healthcare insurance type organizations.

F. Provide a Fee Schedule on a time and materials basis with a not-to-exceed price to complete the project. Fees and fee schedules should outline all estimated expenses, hourly rates for all assigned individuals, anticipated travel, and other reimbursable expenses

G. Company values and morals fitness:

a. Describe how your organization supports diversity, equity, and inclusion.

b. Identify any issues or concerns in social media about your firm.

c. Describe if your firm is currently or potentially engaged in litigation?

d. Provide information demonstrating that your firm is financially stable.

H. Provide at least three references for clients with similar projects.

I. Quote Certification Form (see next page).

J. Any additional information that CareOregon should take into consideration for the project or qualifications.

11. EVALUATION

Quotes will be evaluated based on subjective factors including, but not limited to: Firm experience, staff experience, knowledge base of coordinated care or other healthcare organizations, price/fees, references, and proposal to complete the project (including an applicable timelines).

https://careoregon.org/contact-us/vendor-resources

RFQ 2022-24 Business Impact Analysis Plan Development Page 5

QUOTE CERTIFICATION FORM

RFQ #2022-24

Submitted by:

(Must be entity’s full legal name, and State of Formation)

Each Quoter must read, complete, and submit a copy of this Quote Certification with their Quote. Failure to do so may result in rejection of the Quote. By signature on this Quote Certification, the undersigned certifies that they are authorized to act on behalf of the Quoter and that under penalty of perjury, the undersigned will comply with the following:

SECTION I. NON-DISCRIMINATION: That the Quoter has not and will not discriminate in its employment practices with regard to race, color, creed, age, religious affiliation, sex, marital status, disability, sexual orientation, gender identity, national origin, veteran status, or any other protected class. Nor has Quoter or will Quoter discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business that is certified under ORS 200.055.

SECTION II. CONFLICT OF INTEREST: The undersigned hereby certifies that no officer, agent or employee of CareOregon is personally interested, directly or indirectly, in any resulting contract from this RFQ, or the compensation to be paid under such contract, and that no representation, statements (oral or in writing), of the CareOregon, its officers, agents, or employees had induced Quoter to submit this Quote. In addition, the undersigned hereby certifies that this proposal is made without connection with any person, firm, or corporation submitting a proposal for the same material, and is in all respects fair and without collusion or fraud.

SECTION III. COMPLIANCE WITH SOLICITATION: The undersigned further agrees and certifies that they:

1. Have read, understand, and agree to be bound by and comply with all requirements, instructions, specifications, terms, and conditions of the RFQ (including any attachments); and

2. Are an authorized representative of the Quoter, that the information provided is true and accurate, and that providing incorrect or incomplete information may be cause for rejection of the Quote or contract termination; and

3. Will furnish the designated item(s) and/or service(s) in accordance with the RFQ and Quote.

Name:_________________________________________ Date:__________________________________________

Signature:______________________________________ Title:__________________________________________

Email:_________________________________________ Phone:_________________________________________

Oregon Business Registry Number:__________________ OR CCB # (if applicable):____________________________

Quoter Primary Point of Contact (Coordination during process and for award information):

Name:_______________________________________

Email:_______________________________________ Phone:_____________________________________

Business Designation (check one):

Corporation Partnership Sole Proprietorship Non-Profit Limited Liability Company

Minority (MBE), Women (WBE), Service-Disabled Veteran (SDV), and Emerging Small Business (ESB):

Certified by the State of Oregon (provide certification number as applicable):

MBE WBE SDV ESB

Self-identified (check as applicable):

MBE WBE SDV ESB

RFQ 2022-24 Business Impact Analysis Plan Development Page 6

CAREOREGON, INC.

INSTRUCTIONS TO QUOTERS

1. QUOTE FORMAT: Quotes must be submitted as indicated in the RFQ.

2. CONFORMANCE TO RFQ REQUIREMENTS: Quotes must conform to the requirements of the RFQ. Unless otherwise specified, all items quoted are to be new, unused, and not remanufactured in any way. Any requested attachments must be submitted with the quote and in the required format. Quote prices must be for the unit indicated on the quote. Failure to comply with all requirements may result in quote rejection.

3. ADDENDA: Only documents issued as addenda by CareOregon serve to change the RFQ in any way. No other directions received by the Quoter, written or verbal, serve to change the RFQ document. NOTE: IF YOU HAVE RECEIVED A COPY OF THE RFQ, YOU SHOULD CONSULT OREGONBUYS (https://oregonbuys.gov/bso/) TO

ENSURE THAT YOU HAVE NOT MISSED ANY ADDENDA OR ANNOUNCEMENTS. QUOTERS ARE NOT

REQUIRED TO RETURN ADDENDUMS WITH THEIR QUOTE. HOWEVER, QUOTERS ARE RESPONSIBLE

TO MAKE THEMSELVES AWARE OF, OBTAIN AND INCORPORATE ANY CHANGES MADE IN ANY

ADDENDA ISSUED INTO THEIR FINAL QUOTE. FAILURE TO DO SO MAY, IN EFFECT, MAKE THE

QUOTER'S QUOTE NON-RESPONSIVE, WHICH MAY CAUSE THE QUOTE TO BE REJECTED.

4. USE of BRAND or TRADE NAMES: Any brand or trade names used by CareOregon in the specifications are for the purpose of describing and establishing the standard of quality, performance, and characteristics desired and are not intended to limit or restrict competition. Quoters may submit quotes for substantially equivalent products to those designated unless the RFQ provides that a specific brand is necessary because of compatibility requirements, etc. All such brand substitutions shall be subject to approval by CareOregon.

5. PRODUCT IDENTIFICATION: Quoters must clearly identify all products quoted. Brand name and model or number must be shown. CareOregon reserves the right to reject any quote when the product information submitted with the quote is incomplete.

6. FOB DESTINATION: Unless specifically allowed in the RFQ, QUOTE PRICE MUST BE F.O.B. DESTINATION with all transportation and handling charges included in the Quote.

7. DELIVERY: Delivery time must be shown in number of calendar days after receipt of purchase order.

8. EXCEPTIONS: Any deviation from quote specifications, or the form of sample contract referenced in this RFQ, may result in quote rejection at CareOregon’s sole discretion.

9. SIGNATURE ON QUOTE: Quotes must be signed by an authorized representative of the Quoter. Signature on a quote certifies that the quote is made without connection with any person, firm or corporation making a quote for the same goods and/or services and is in all respects fair and without collusion or fraud. Signature on a quote also certifies that the Quoter has read and fully understands all quote specifications, and the sample contract referenced in this RFQ (including insurance requirements). No consideration will be given to any claim resulting from quoting without comprehending all requirements of the RFQ.

10. QUOTE MODIFICATION OR WITHDRAWL: Quotes, once submitted, may be modified in writing or withdrawn before the time and date set for quote closing. Quoters may not modify quotes after Quote Due Date/Time.

11. QUOTE SUBMISSION: Quotes may be submitted by returning to CareOregon by email at the email address provided in the introduction of the RFQ. The email subject line should contain the RFQ Number and RFQ Title.

12. PRIOR ACCEPTANCE OF DEFECTIVE PROPOSALS: Due to limited resources, CareOregon generally will not completely review or analyze quotes which fail to comply with the requirements of the RFQ or which clearly are not the best quotes, nor will CareOregon generally investigate the references or qualifications of those who submit such quotes. Therefore, neither the return of a quote, nor acknowledgment that the selection is complete shall operate as a representation by CareOregon that an unsuccessful quote was complete, sufficient, or lawful in any respect.

13. DELIVERY: Significant delays in delivery may be considered in determining award if early delivery is required.

14. CASH DISCOUNTS: Cash discounts will be considered if included in the Quote.

15. PAYMENT: Quotes which require payment in less than 30 days after receipt of invoice or delivery of goods, whichever is later, may be rejected.

16. INVESTIGATION OF REFERENCES: CareOregon reserves the right to investigate references and or the past performance of any Quoter with respect to its successful performance of similar services, compliance with specifications and contractual obligations, and its lawful payment of suppliers, sub-contractors, and workers.

CareOregon may postpone the award or execution of the contract after the announcement of the apparent successful Quoter in order to complete its investigation. CareOregon reserves the right to reject any quote or to reject all quotes at any time prior to CareOregon's execution of a contract if it is determined to be in the best interest of CareOregon to do so.

17. METHOD OF AWARD: CareOregon reserves the right to make the award by item, groups of items or entire quote, whichever is in the best interest of CareOregon.

18. QUOTE REJECTION: CareOregon reserves the right to reject any and all quotes.

19. QUOTE CONFIDENTIALITY AND RESULTS: Quoters who submit a quote will be notified of the RFQ results.

Quotes submitted will be considered confidential and will only be shared internally with applicable staff for this project.

https://oregonbuys.gov/bso/