Addendum_1_2025-UWMSN-00772-RFP.pdf

STATE OF WISCONSIN

UNIVERSITY OF WISCONSIN-MADISON

ADDENDUM #1

ADDENDUM DATE: 9/26/2024

PURCHASING SERVICES

21 N. PARK STREET, SUITE 5270

MADISON, WI 53715

REQUEST FOR PROPOSAL NO.: 2025-UWMSN-00772-

RFP PROPOSAL DUE DATE: 10/10/2024

Wisconsin Tobacco Quit Line Information, Counseling and Referral Services for Tobacco Use Cessation

Addendum No.1 answers all questions submitted on or before the RFP question due date of September 12, 2024.

1. Our organization is a covered entity sharing PHI for health care operations/treatment. Can the University please clarify if a BAA would need to be established between our organization and UW-Madison?

Yes, a BAA will still need to be established with UW-Madison even if your organization is a covered entity sharing PHI for health care operations/treatment.

2. Can the University please clarify the expectation to support this effort? Can the University please clarify what is currently developed and what has been implemented?

Attachment A: Specifications are the expectations of the Contractor. Additional information on the Wisconsin Tobacco Quit Line can be found in the Background section of the RFP under 1.1.

Purpose (page 6).

3. Can the University please share how many warm transfers have occurred in the past two fiscal years? What associated data is considered part of the warm transfer?

This information is not available. As described in Attachment A, Business and System Capabilities, letter “L”: Contractor must identify callers who may be eligible for their health plan or employer-based Quit Line services and if such eligibility is determined, the Contractor must facilitate a warm transfer of those callers to the Quit Line services for which they are eligible, and not charge UW-CTRI for the Quit Line services received.

4. Can the University please share how many eReferral systems are currently operational in Wisconsin?

Wisconsin has 4 health systems submitting eReferrals via HL7v2 (VPN).

5. Can the University describe any existing billing and receiving reimbursement partnerships between Medicaid and WTQL? If none exist, would the University be interested in exploring options?

There are no current fiscal partnerships, but communication and collaboration have occurred.

Wisconsin continues its efforts to converse with our Medicaid program.

6. Does the University have Medicaid Match/Federal Financial Participation in place for Quitline services?

Wisconsin participates in the federal Administrative Medicaid match for Quit Line services.

7. In FY23, how many Medicaid members received counseling from the WTQL?

In FY23, an estimated 1,500 Medicaid members received counseling.

8. In FY23, how many Medicaid members received cessation medications from the WTQL?

In FY23, an estimated 4,100 participants received cessation medications. On average, 29% of WTQL participants reported being a Medicaid member, so we estimated 1,200 Medicaid members received NRT.

9. Will the University consider receiving a written cost proposal narrative to more fully identify and describe specific programs and deliverables in addition to Attachment B Cost Proposal Form?

Please include all written cost proposal narrative on Attachment B: Cost Proposal Form.

10. Can the University please provide the number of youth enrolled in the Quitline Program for the past two complete fiscal years, i.e. FY22 and FY23?

CY22: <10

CY23: <10

11. Can the University please provide the number of pregnant and post-partum women enrolled in the Quitline Program for the past two complete fiscal years, i.e. FY22 and FY23?

CY22: 30

CY23: 40

12. Can the University please provide the number of young adults enrolled in the Quitline Program for the past two complete fiscal years, i.e. FY22 and FY23?

CY22: 100

CY23: 160

13. Can the University please provide the number of participants enrolled in the text and/or email program for the past two complete fiscal years, i.e. FY22 and FY23?

Texting program:

CY22: 70 (only offered to ages 18-24) CY23: 1,930 (offered to anyone 18+)

14. Can the University please provide the number of live text coaching sessions for the past two complete fiscal years, i.e. FY22 and FY23?

CY22: 0

CY23: <10

15. Can the University please provide the number of web registrants in the Quitline program for the past two complete fiscal years, i.e. FY22 and FY23?

CY22: 2,350

CY23: 2,800

16. Can the University please provide the number of NRT orders by type, e.g. 2-week lozenge, 2-week patch, 2-week Combo Patch/Gum, etc. for the past two complete fiscal years, i.e. FY22 and FY23?

The table below shows the number of NRT orders by type for calendar year 2022 and 2023.

Wisconsin typically provides a 2-week kit of a single medicine, but also provides 12-weeks of combination medicine for participants who are American Indian. Additionally, in 2023 for a limited time, all adult Wisconsin participants could receive 8 weeks of combination NRT.

CY22 CY23

Patch 2383 1976 Gum 613 539 Lozenge 728 602 Patch + Gum 18 1093 Patch + Lozenge 97 513 Gum + Lozenge 0 1

17. Can the University please provide the number of completed phone registrations, number of Coaching Call 1, and number of Coaching Call 2+ for past two complete fiscal years, i.e. FY22 and FY23?

The table below provides the number of registrations and all coaching calls for calendar year 2022 and 2023.

CY22 CY23

Registrations 5433 5542 Coaching Calls 4752 6106

18. Can the University please provide the amount spent on Quitline services for the past two complete fiscal years, i.e. FY22 and FY23? Please provide the total budget spent on Services versus NRT.

In FY22 and FY23, an average of $870,000 was spent on Quit Line services with NRT accounting for about 60% of the total due to more options being available. Typically, WI offers a 2-week starter kit of NRT, and NRT costs account for about 30% of the total.

19. Can the University please provide the anticipated Wisconsin Tobacco Quit Line service start date?

The estimated start date of the contract is 12/20/2024, and the University is requesting there be no gap in services on or after 3/31/2025.

20. What time of day, days of the week, or times of the year do calls typically peak?

In terms of time of the year, calls typically peak between January – April.

21. Over the past year, what percentage of calls received were in Spanish?

The University estimated no more than 2% of incoming calls used the Spanish-speaking line.

22. Over the past year, what is the percentage of calls received in English versus non-English?

This information is not available, but majority of calls are received in English.

23. What is the current average after-call work time for operators?

This information is not available.

24. What is the current average handle time for phone calls and other types of communications?

This information is not available.

25. What is the current average wait time for phone calls?

This information is not available.

26. What information is to be included in call logs?

See Attachment A, Section: Data Collection and Reporting and Attachment D: Wisconsin Tobacco Quit Line Reporting Requirements. Information included will enable successful continuity of care for caller as well as meet all reporting requirements outlined in this RFP.

27. What is the required degree of dedication for the operators? (Can the operators assigned to this contract work on other contracts at the same time as this one)?

There is no requirement that operators work exclusively on this contract.

28. What is the required degree of dedication for the call center? (Can the call center work on other contracts at the same time as this one)?

There is no requirement that call center staff work exclusively on this contract.

29. What percentage of inbound calls must be answered by a live operator?

See Attachment A, Section: Call Volumes and Call Standards.

30. What is the maximum hold time?

Ideally, hold times should be less than 30 seconds to ensure that call abandonment remains less than 5% as described in Attachment A, Section: Call Volumes and Call Standards.

31. What is the minimum simultaneous inbound call capacity?

There is no minimum simultaneous inbound call capacity of the Quit Line.

32. What is the minimum required total call capacity?

There is no minimum required total call capacity of the Quit Line.

33. Is previous experience with any specific customer information systems, phone systems, or software required?

A specific system/software is not required to provide the Quit Line services.

34. How are fees currently being billed by any incumbent(s), by category, and at what rates?

Line Item Rate Registrations $24.00 Completed Coaching Sessions, Standard Care

$43.00

Completed Coaching Sessions, Tailored Programs

$52.50

NRT Patch, 2 weeks $33.00 NRT Patch, 4 weeks $52.00 NRT Gum Boxes $30.00 NRT Lozenge Boxes $40.00 Live Vape Free $47,670.00/year Digital Platform (including Live Vape Free) $8,000.00/month

35. Who is the incumbent, and how long has the incumbent been providing the requested services?

Consumer Wellness Solutions, LLC is the incumbent and has been providing the requested services for over 13 years.

36. Have all options to extend the current contract been exercised?

Yes.

37. Has the current contract gone full term?

The current contract is in its final term and expires on 3/31/2025.

38. Please describe your level of satisfaction with your current or recent vendor(s) for the same purchasing activity, if applicable.

Not applicable.

39. Are bidders permitted to deviate in any way from any manner of quoting fees you may be expecting? For example, if there is a pricing page in the RFP, can bidders submit an alternate fee structure? If there is no pricing page in the RFP, do you have any preference for how bidders should quote fees or can bidders create their own pricing categories?

The Cost Proposal Form (Attachment B) can be found within the Sourcing Event under the Supplier Technical Response. On Item #3.1.3, click “View” to see the attachment. Please do not deviate from this spreadsheet/template as this may result in disqualification of your proposal.

40. If there was a previous solicitation for these services, what was its title, number, release date, and due date?

The Wisconsin Tobacco Quit Line Information, Counseling and Referral Service for Tobacco Use Cessation #11-5685 was issued on 9/7/2010 with proposals due 11/1/2010.

41. Please reconfirm the due date for this procurement by providing it in response to answers to questions.

This procurement, #2025-UWMSN-00772-RFP, is due on 10/10/2024 no later than 2:00pm CT.

42. Is the expectation that Quit Line counselors provide technical assistance to healthcare professionals, or may Contractor designate other staff to meet this requirement?

The Contractor may designate other staff to meet this requirement.

43. Would UW-CTRI be open to hosting online or other resource(s) to which Contractor can refer tobacco users who are not ready to quit, family and friends of tobacco users, healthcare providers, and/or the members of the general public?

Contractors are required to assist tobacco users who are not ready to quit, family and friends of tobacco users, healthcare providers, and/or the members of the general public.

44. Can UW-CTRI elaborate on the “general information and support services” that the Contractor should provide to each of the following groups, at no cost to the caller? - Family and friends of tobacco users - Healthcare providers - General public

The Contractor should assist the general public and the family and friends of tobacco users, who call to inquire about how to support someone trying to quit tobacco. The Contractor should also be able to provide technical assistance for Wisconsin healthcare providers with questions about evidence-based treatment.

45. Can the State clarify the intent of requesting commercial Quit Line client information, in addition to state Quit Line client information? Would a subset of commercial clients, such as those with headquarters or substantial membership in Wisconsin, suffice?

This requirement (4.4.21.) is included for proposers to demonstrate their depth of experience between different types of clients. If providing a list of commercial clients, yes those headquartered or with substantial membership in Wisconsin will suffice.

46. Can the State clarify the intent of the audit / financials submission requirement, and what will be evaluated with regard to financial soundness?

This requirement (4.4.1.) is included to assess the financial ability of the proposer to maintain services and cash flow while awaiting reimbursement from UW-CTRI. An audit report is requested to assess the financial ability to carry out the project. If an audit report is unavailable, an Income and Expense report for the most recent six-month period, the two most recent quarterly bank statements, or similar documentation may be acceptable.

47. Do we need to have the certificate of authority prior to submitting the bid, or can we get it upon contract award?

A certificate of authority is not required to submit a proposal.

48. Section 4.3 - We would prefer to have an opportunity to cure a material breach of the BAA upon notice. Can we change this from the state "may" provide a cure period to "will" provide a cure period?

No, this proposed change will not be accepted.

49. Section 2.5 - We leverage vendors that do not allow for negotiation of their BAAs. Can we update this section to require substantially similar restrictions rather than the same restrictions?

No, 45 CFR § 164.504(e)(2)(ii)(D) requires subcontractors to accept the same restrictions as the BAA: “In accordance with § 164.502(e)(1)(ii), ensure that any subcontractors that create, receive, maintain, or transmit protected health information on behalf of the business associate agree to the same restrictions and conditions that apply to the business associate with respect to such information.”

50. Section 1 - To provide services, we require the ability to de-identify participant PHI. Can we add this provision to the BAA? De-identification will be limited to providing the services.

This added provision may be further discussed upon a successful contract award.

All other parts of the RFP remain unchanged.

https://www.ecfr.gov/current/title-45/subtitle-A/subchapter-C/part-164/subpart-E/section-164.504 https://www.ecfr.gov/current/title-45/section-164.502#p-164.502(e)(1)(ii)