AHCA RFP 001-23.24-Addendum_1.pdf

RON DESANTIS

GOVERNOR

JASON WEIDA

SECRETARY

Facebook .com/AHCAFlo r ida Youtube.com/AHCAFlor i da

Twi t te r . com/AHCA_FL S l ideShare.net /AHCAFlo r ida

2727 Mahan Dr ive • Mai l S top #15 Ta l lahassee, FL 32308 AHCA.MyFlor i da.com

September 25, 2023

Prospective Vendor(s):

Subject: Solicitation Number: AHCA RFP 001-23/24, Addendum No. 1

Title: Home Health Electronic Visit Verification Service

This addendum to the subject solicitation provides the Agency’s responses to written questions and modifies RFP requirements and exhibits. All other terms and conditions of the solicitation remain in effect.

Section 120.57(3)(b), Florida Statutes and Section 28-110.003, Florida Administrative Code require that a Notice of Protest of the solicitation documents shall be made within seventy-two hours after the posting of the solicitation. Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under chapter 120, Florida Statutes.

Sincerely, Weston McKain Procurement Officer, Bureau of Purchasing and Contract Administration

Enclosures:

Addendum No. 1 Exhibit A-5-V2 Cost Proposal Exhibit A-5-a-V2 Detailed Budget Questions and Answers

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

AHCA RFP 001-23/24

ADDENDUM NO. 1

AHCA RFP 001-23/24, Addendum No. 1, Page 1 of 3

ITEM 1

Attachment A, Exhibit A-5, Cost Proposal, is hereby deleted in its entirety and replaced with Exhibit A-

5-V2, Cost Proposal, which is available for respondents to download at:

https://vendor.myfloridamarketplace.com/search/bids/detail/6305.

All references in the RFP to Exhibit A-5 shall hereafter refer to Exhibit A-5-V2.

NOTE: Only Exhibit A-5-V2 will be accepted by the Agency. Respondents that submit the incorrect version of this exhibit with their response shall be deemed non-responsive.

ITEM 2

Attachment A, Exhibit A-5-a, Detailed Budget, is hereby deleted in its entirety and replaced with Exhibit

A-5-a-V2, Cost Proposal, which is available for respondents to download at:

https://vendor.myfloridamarketplace.com/search/bids/detail/6305.

All references in the RFP to Exhibit A-5-a shall hereafter refer to Exhibit A-5-a-V2.

NOTE: Only Exhibit A-5-a-V2 will be accepted by the Agency. Respondents that submit the incorrect version of this exhibit with their response shall be deemed non-responsive.

ITEM 3

Attachment A, Exhibit A-7, Standard Contract, Section I., THE VENDOR HEREBY AGREES, Sub-

Section F., Audits/Monitoring, Item 8., is hereby deleted in its entirety and replaced with the following:

8. The Vendor shall annually submit information security compliance documentation as agreed upon, in writing, between the Vendor and the Agency (Examples: SOC 2 Type II, FedRAMP certification, HITRUST certification, ISO certifications).

ITEM 4

Attachment A, Exhibit A-7, Standard Contract, Section I., THE VENDOR HEREBY AGREES, Sub-

Section W., Requirements of Section 287.058, Florida Statutes, Item 6., is hereby deleted in its entirety and replaced with the following:

6. In accordance with Section 287.057(14), F.S., this Contract may be renewed for a period that may not exceed three (3) years or the term of the original Contract, whichever period is longer. Renewal of this Contract shall be in writing and subject to the same terms and conditions set forth in the initial Contract. A renewal Contract may not include any compensation for costs associated with the renewal. Renewals are contingent upon satisfactory performance evaluations by the Agency, are subject to the availability of funds, and optional to the Agency.

https://vendor.myfloridamarketplace.com/search/bids/detail/6305 https://vendor.myfloridamarketplace.com/search/bids/detail/6305

AHCA RFP 001-23/24, Addendum No. 1, Page 2 of 3

ITEM 5

Attachment B, Section II., Manner of Service(s) Provision, Sub-Section B., Services Provided by the

Vendor, Item 2., EVV System Functionality, Sub-Item a., General Requirements, Part v., is hereby deleted in its entirety and replaced with the following:

v. The Vendor shall ensure an annual information security compliance audit is performed on the application hosting center. The Vendor shall provide a copy of the most recent audit report to the Agency.

ITEM 6

Vendor, Item 2., EVV System Functionality, Sub-Item a., General Responsibilities, Part vii., is hereby

vii. The Vendor shall transition from interfacing with FMMIS to integrating with the Agency’s

FX modules, including the Integration Platform, Core Module, and Provider Services module in accordance with the Agency-approved technical specifications and standards by December 31, 2024, unless otherwise directed by the Agency. FX Standards may be viewed at https://ahca.myflorida.com/medicaid/florida-health-care-connections-fx/fx-vendor-resource-library.

ITEM 7

Vendor, Item 3., Implementation Plan, Table 1, EVV Implementation Milestones and target Dates, Number 29., is hereby deleted in its entirety and replaced with the following:

29. The Vendor shall ensure ninety-five percent (95%) of providers are registered and set up (have successfully submitted at least one claim) to use the EVV

System.

One (1) week prior to the operations (go-live) start date.

June 24

ITEM 8

Vendor, Item 7., Staffing Requirements, Sub-item b., Key Positions/Minimum Staffing, Part ii., is hereby

ii. The Vendor shall designate a Customer Service/Call Center Supervisor to this Contract.

The Vendor Customer Service/Call Center Supervisor shall possess at least two (2) years of experience managing a Call Center and Contract of similar scope. The Customer

Service/Call Center Supervisor shall have a minimum of two (2) years of supervisory experience and one (1) year of Medicaid experience. The Vendor Customer Service/Call

Center Supervisor shall be a full-time employee of the Vendor. The Vendor shall hire a https://ahca.myflorida.com/medicaid/florida-health-care-connections-fx/fx-vendor-resource-library https://ahca.myflorida.com/medicaid/florida-health-care-connections-fx/fx-vendor-resource-library

AHCA RFP 001-23/24, Addendum No. 1, Page 3 of 3

Customer Service/Call Center Supervisor upon execution of this Contract if the individual is not already employed by the Vendor.

ITEM 9

Vendor, Item 8., Customer Service, Sub-Item a., is hereby deleted in its entirety and replaced with the following:

a. The Vendor shall secure a Customer Service Call Center that is fully dedicated to the

State of Florida EVV Program that is located only in the forty-eight (48) contiguous United

States.

ITEM 10

Attachment B, Section III., Method of Payment, Sub-Section E., Financial Consequences and

Liquidated Damages, Item 1., Performance Standards and Liquidated Damages, Table 5., PERFORMANCE STANDARDS AND LIQUIDATED DAMAGES, the “Service Organization Controls

(SOC) 2 Type II Audit” subsection is hereby deleted in its entirety and replaced with the following:

Information Security Compliance Documentation

Annually submit information security compliance documentation as agreed upon, in writing, between the Vendor and the Agency by [INSERT DATE] of each Contract year.

Choose a single date (ex. January 1) or enter an agreed upon date.

$1,000.00 per calendar day for each calendar day beyond the due date.

ITEM 11

Attachment B, Exhibit B-2, Federal System Certification Requirements, Section 1, Centers for

Medicare and Medicaid Services Certification Life Cycle, Paragraphs 2 and 3, are hereby deleted in their entirety and replaced with the following:

The current certification model focuses on business outcomes, including CMS-required outcomes, the CMS Standards and Conditions, and state-specific outcomes that align to Medicaid

Information Technology Architecture (MITA) 3.0 standards, Codes of Federal Regulation (CFR), or recognized industry best practices.

Requirements are designed to:

• Demonstrate measurable improvements to a state’s Medicaid program resulting from the delivery of a new module or enhancement to an existing system.

• Leverage data and testing to demonstrate successful delivery of systems.

• Enable operational reporting for system performance and functionality to ensure ongoing oversight of data and evidence that demonstrates the continuous achievement of required and desired outcomes.

EXHIBIT A-5-V2

COST PROPOSAL

AHCA RFP 001-23/24, Attachment A, Exhibit A-5-V2, Page 1 of 2

A. Where indicated in Table A, Implementation Phase, below, the Respondent shall propose a fixed cost for each phase of Implementation, as specified in Attachment B, Scope of Services.

Payment is contingent upon the successful completion of all milestones, tasks and activities required by the Contract for each implementation phase.

B. Where indicated in Table B, Year One Operations, below, the Respondent shall propose a fixed annual cost for Year One Operations in accordance with Attachment B, Scope of Services, Exhibit B-1, Deliverable #13.

C. Where indicated in Table C, Year Two Operations, below, the Respondent shall propose a fixed annual cost for Year Two Operations in accordance with Attachment B, Scope of Services, D. Where indicated in Table D, Year Three Operations, below, the Respondent shall propose a fixed annual cost for Year Three Operations in accordance with Attachment B, Scope of Services, E. Where indicated in Table E, Renewal Year One Operations, below, the Respondent shall propose a fixed annual cost for Renewal Year One Operations in accordance with Attachment B, Scope of Services, Exhibit B-1, Deliverable #13.

F. Where indicated in Table F, Renewal Year Two Operations, below, the Respondent shall propose a fixed annual cost for Renewal Year Two Operations in accordance with Attachment B, Scope of Services, Exhibit B-1, Deliverable #13.

G. Where indicated in Table G, Renewal Year Three Operations, below, the Respondent shall propose a fixed annual cost for Renewal Year Three Operations in accordance with Attachment B, Scope of Services, Exhibit B-1, Deliverable #13.

H. The Respondent must include the required detailed budget as Exhibit A-5-a with this cost proposal to support and justify its proposed one-time fixed implementation cost, each of its proposed three (3) fixed annual operation year costs and each of its proposed three (3) fixed annual renewal year operation costs.

TABLE A – Implementation Phase

Proposed Fixed Cost for Implementation Phase 1

Proposed Fixed Cost for Implementation Phase 2 $

Proposed Fixed Cost for Implementation Phase 3 $

TABLE B – Year One Operations and Maintenance of EVV System

Proposed Year One Fixed Monthly Cost for Operations and Maintenance of EVV System

TABLE C – Year Two Operations and Maintenance of EVV System

AHCA RFP 001-23/24, Attachment A, Exhibit A-5-V2, Page 2 of 2

Proposed Year Two Fixed Monthly Cost for

TABLE D – Year Three Operations and Maintenance of EVV System

Proposed Year Three Fixed Monthly Cost for

Note: If the resulting Contract is renewed, it is the Agency’s policy to reduce the overall payment amount by the Agency to the successful Vendor by at least five percent (5%) during the period of the Contract renewal, unless it would affect the level and quality of services.

TABLE E – Renewal Year One Operations

Proposed Year Four Fixed Monthly Cost for Operations and Maintenance of EVV System

TABLE F – Renewal Year Two Operations

Proposed Year Five Fixed Monthly Cost for Operations and Maintenance of EVV System

TABLE G – Renewal Year Three Operations

Proposed Year Six Fixed Monthly Cost for

Prospective Vendor’s Name

Name and Title of Authorized Official

Signature of Authorized Official Date

EXHIBIT A-5-a-V2

DETAILED BUDGET

DESCRIPTION OF EXPENSES IMPLEMENTATION

PERIOD

YEAR ONE

OPERATIONS

YEAR TWO

OPERATIONS

YEAR THREE

OPERATIONS

DIRECT PERSONNEL

Salaries: $0.00 $0.00 $0.00 $0.00 Fringe Benefits: $0.00 $0.00 $0.00 $0.00 Total Salaries Expense: $0.00 $0.00 $0.00 $0.00 Temporary Personnel Services: $0.00 $0.00 $0.00 $0.00 Contracted Personnel: $0.00 $0.00 $0.00 $0.00 Other Personnel: $0.00 $0.00 $0.00 $0.00 Other Personnel: $0.00 $0.00 $0.00 $0.00 Other Personnel: $0.00 $0.00 $0.00 $0.00

TOTAL DIRECT PERSONNEL: $0.00 $0.00 $0.00 $0.00

OTHER DIRECT

Office Supplies: $0.00 $0.00 $0.00 $0.00 Postage, Shipping, Fulfillment: $0.00 $0.00 $0.00 $0.00 Software, Hardware: $0.00 $0.00 $0.00 $0.00 Equipment Rental/Purchase: $0.00 $0.00 $0.00 $0.00 Office Rent (Occupancy): $0.00 $0.00 $0.00 $0.00 Printing/Graphics (Materials): $0.00 $0.00 $0.00 $0.00 Travel – Training: $0.00 $0.00 $0.00 $0.00 Travel – Other: $0.00 $0.00 $0.00 $0.00 Telephone Charges: $0.00 $0.00 $0.00 $0.00 Professional Services: $0.00 $0.00 $0.00 $0.00 Advertising: $0.00 $0.00 $0.00 $0.00 Training, Licensing, Recruiting: $0.00 $0.00 $0.00 $0.00 Legal, Taxes, Miscellaneous: $0.00 $0.00 $0.00 $0.00 Other Direct: $0.00 $0.00 $0.00 $0.00 Other Direct: $0.00 $0.00 $0.00 $0.00 Other Direct: $0.00 $0.00 $0.00 $0.00

TOTAL OTHER DIRECT*: $0.00 $0.00 $0.00 $0.00

The following proposed detailed budget shall include costs required for providing the services specified in this solicitation, and shall support and justify the costs as provided in Exhibit A-5-V2, Cost Proposal.

AHCA RFP 001-23/24, Attachment A, Exhibit A-5-a-V2, Page 1 of 4

DESCRIPTION OF EXPENSES IMPLEMENTATION

PERIOD

YEAR ONE

OPERATIONS

YEAR TWO

OPERATIONS

YEAR THREE

OPERATIONS

CAPITAL

Telecommunications Equipment: $0.00 $0.00 $0.00 $0.00 Computer Equipment: $0.00 $0.00 $0.00 $0.00 Furniture: $0.00 $0.00 $0.00 $0.00 Installation/Construction: $0.00 $0.00 $0.00 $0.00 Other Capital: $0.00 $0.00 $0.00 $0.00 Other Capital: $0.00 $0.00 $0.00 $0.00 Other Capital: $0.00 $0.00 $0.00 $0.00

TOTAL CAPITAL*: $0.00 $0.00 $0.00 $0.00

TOTAL PERSONNEL: $0.00 $0.00 $0.00 $0.00

TOTAL OTHER DIRECT: $0.00 $0.00 $0.00 $0.00

TOTAL CAPITAL: $0.00 $0.00 $0.00 $0.00

TOTAL CONTRACT EXPENSES*: $0.00 $0.00 $0.00 $0.00

AHCA RFP 001-23/24, Attachment A, Exhibit A-5-a-V2, Page 2 of 4

DESCRIPTION OF EXPENSES

RENEWAL

YEAR ONE

OPERATIONS

RENEWAL

YEAR TWO

OPERATIONS

RENEWAL

YEAR THREE

OPERATIONS

DIRECT PERSONNEL

Salaries: $0.00 $0.00 $0.00 Fringe Benefits: $0.00 $0.00 $0.00 Total Salaries Expense: $0.00 $0.00 $0.00 Temporary Personnel Services: $0.00 $0.00 $0.00 Contracted Personnel: $0.00 $0.00 $0.00 Other Personnel: $0.00 $0.00 $0.00 Other Personnel: $0.00 $0.00 $0.00 Other Personnel: $0.00 $0.00 $0.00

TOTAL DIRECT PERSONNEL: $0.00 $0.00 $0.00

OTHER DIRECT

Office Supplies: $0.00 $0.00 $0.00 Postage, Shipping, Fulfillment: $0.00 $0.00 $0.00 Software, Hardware: $0.00 $0.00 $0.00 Equipment Rental/Purchase: $0.00 $0.00 $0.00 Office Rent (Occupancy): $0.00 $0.00 $0.00 Printing/Graphics (Materials): $0.00 $0.00 $0.00 Travel – Training: $0.00 $0.00 $0.00 Travel – Other: $0.00 $0.00 $0.00 Telephone Charges: $0.00 $0.00 $0.00 Professional Services: $0.00 $0.00 $0.00 Advertising: $0.00 $0.00 $0.00 Training, Licensing, Recruiting: $0.00 $0.00 $0.00 Legal, Taxes, Miscellaneous: $0.00 $0.00 $0.00 Other Direct: $0.00 $0.00 $0.00 Other Direct: $0.00 $0.00 $0.00 Other Direct: $0.00 $0.00 $0.00

TOTAL OTHER DIRECT*: $0.00 $0.00 $0.00

AHCA RFP 001-23/24, Attachment A, Exhibit A-5-a-V2, Page 3 of 4

DESCRIPTION OF EXPENSES

RENEWAL

YEAR ONE

OPERATIONS

RENEWAL

YEAR TWO

OPERATIONS

RENEWAL

YEAR THREE

OPERATIONS

CAPITAL

Telecommunications Equipment: $0.00 $0.00 $0.00 Computer Equipment: $0.00 $0.00 $0.00 Furniture: $0.00 $0.00 $0.00 Installation/Construction: $0.00 $0.00 $0.00 Other Capital: $0.00 $0.00 $0.00 Other Capital: $0.00 $0.00 $0.00 Other Capital: $0.00 $0.00 $0.00

TOTAL CAPITAL*: $0.00 $0.00 $0.00

TOTAL PERSONNEL: $0.00 $0.00 $0.00

TOTAL OTHER DIRECT: $0.00 $0.00 $0.00

TOTAL CAPITAL: $0.00 $0.00 $0.00

TOTAL CONTRACT EXPENSES*: $0.00 $0.00 $0.00

Name and Title of Authorized Official

Signature of Authorized Official Date

Prospective Vendor’s Name

*The Agency reserves the right to request the return of any hardware, software, equipment and furniture purchased by the successful Vendor using funds from the resulting Contract. In the event the Agency does not desire to have the hardware, software, equipment and furniture returned, the successful Vendor may retain said ownership.

AHCA RFP 001-23/24, Attachment A, Exhibit A-5-a-V2, Page 4 of 4

QUESTIONS AND ANSWERS

QUES

ID VENDOR NAME ATTACHMENT

IDENTIFIER SECTION IDENTIFIER SUB-SECTION

REFERENCE ITEM REFERENCE ATTACHMENT

EXHIBIT

PAGE

NUMBER QUESTION ANSWER

1 Rubin, Turnbull & Associates

This RFP references an attachment B (Scope of Services) but I cant find anything in the marketplace.

Could you please advise.

Attachment B can be found by viewing the attachment titled “AHCA RFP 001-23/24” on the Vendor Information Portal here: https://vendor.myfloridamarketplace.com/search/bids/detail/6305.

2 Therap Services General Question Is Florida AHCA interested in considering a proposal for a Cloud Based solution hosted by the vendor? Yes.

3 Therap Services General Question For cloud based services provided to Florida AHCA please confirm that you do not seek to have ownership of or IP rights to Therap’s prior developed cloud based services that are used to serve the state

Confirmed.

4 Therap Services General Question How many provider agencies are submitting EVV service data for Home Health Services? For FY 2022/2023, 188 unique home health agencies submitted claims for FFS home health services.

5 Therap Services Cost Proposal Tables B - G Exhibit A-5 1 - 2 How many beneficiaries, on average, receive home health services that require EVV pursuant to this contract? Does the agency have projected numbers of future beneficiaries for the proposed contract period? Considering a Check In & Check Out is one transaction, how many average transactions are entered per month?

From January to August 2023, 817 unique FFS recipients received home health services.

The Agency does not have projected numbers of future beneficiaries.

For FY 2022/2023, an average of 19,614 visits were completed per month.

6 Sandata Technologies, LLC RFP 001-23.24 HH

EVV

Attachment B 3. Implementation

Plan

TABLE 1

EVV

IMPLEMENTATION

MILESTONES AND

TARGET DATES

12 of 57 Can the Agency please clarify the following requirement and how it will be used in the EVV program: The Vendor shall submit a Provider Type 91 (Case Management Agency) application to the Agency

An Agency EVV vendor is required to enroll as a unique Provider Type 91 and obtain a Florida Medicaid ID.

This allows the Agency to create a unique Trading Partner/Submitter ID.

7 Sandata Technologies, LLC RFP 001-23.24 HH

EVV

Exhibit A-4 Submission Requirements and Evaluation Criteria Components (Technical Response)

SRC# 13:

SECURITY RATING

SCORE

REQUIREMENTS

Security Rating Score requirements

28 of 30 Please confirm the submission of an annual SOC 2 Type II Audit report and HITRUST Certification report meet the highest security rating score detailed in SRC #13? If not, please provide additional details on specifically how the bidder must determine the Security Rating score.

This would not meet the security rating score requirement. The respondent's security rating score for SRC #13 will be determined and evaluated by the Agency utilizing the RiskRecon security rating score.

8 Sandata Technologies, LLC NA What are the current annual claims spending for the EVV services in the current AHCA EVV Program? For FY 2022/2023, $28,467,180.16 in claims dollars were submitted.

9 Sandata Technologies, LLC RFP 001-23.24 HH

EVV

Attachment A EXHIBIT A-5 COST

PROPOSAL

Table A-G 1 and 2 of 2 Please provide the following information to ensure all vendors use consistent assumptions for pricing:

• For FY 2022/2023, 188 unique home health agencies submitted claims for FFS home health visits that were completed by 1,559 unique caregivers that used the EVV system to enter their visits.

• From January to August 2023, 817 unique FFS recipients received home health services.

• For FY 2022/2023, an average of 19,614 visits/claims were completed per month.

10 Sandata Technologies, LLC NA What is the total number of members receiving EVV services in both the Fee for Service AHCA EVV Program and the MLTSS MCOs providing PCS and Home Health Services using their own EVV systems?

Can the Agency provide a breakdown by MCO?

As stated in Attachment B, Section I, Service(s) to be Provided, Sub-Section B, Overview/Purpose, this RFP is for the FFS population only. From January to August 2023, 817 unique FFS recipients received home health services.

11 Sandata Technologies, LLC RFP 001-23.24 HH

EVV

Exhibit A-4 Submission Requirements and Evaluation Criteria Components (Technical Response)

SRC# 4 –

EXPERIENCE AND

QUALIFICATIONS

8 6 of 30 How many providers are currently using third party EVV systems and sending data to the AHCA EVV system? Can the Agency provide a list of the EVV Vendors that are sending their data to the AHCA EVV system?

Currently, there are 29 providers using alternate (third party) EVV vendors.

The six alternate EVV vendors are Alora, Axxess, CellTrak Technologies, Complia Health, CareVoyant, Inc., and HHAeXchange.

12 Sandata Technologies, LLC RFP 001-23.24 HH

EVV

Attachment A EXHIBIT A-5 COST

PROPOSAL

Table A-G 1 and 2 of 2 Please confirm the Cost Proposal content should be submitted within the Bidder's RFP response document and NOT as a separate excel document using the Agency provided Exhibit A: Cost Proposal and Exhibit A-5 Detailed Budget. Standard practice is to submit the cost proposal as a separate document.

Please see Attachment A, Instructions and Special Conditions, Section C., Response Submission Requirements, Sub-Section 1., Hardcopy and Electronic Submission Requirements, Item c., Electronic Copy of the Response, Sub-Items 3) and 4).

13 Sandata Technologies, LLC RFP 001-23.24 HH

EVV

Exhibit A-4 Submission Requirements and Evaluation Criteria Components (Technical Response)

SRC# 6 –

ELECTRONIC

VISIT

VERIFICATION

(EVV) SERVICES

14 10 of 30 The current EVV program has an EVV website that looks to be hosted by AHCA:

https://ahca.myflorida.com/medicaid/medicaid-home-health-hh-services/home-health-services-electronic-visit-verification-evv Is the following requirement still accurate, or will the EVV vendor just be required to provide content for the AHCA EVV website?

Proposed approach to develop, implement, and maintain a user-friendly public website with web pages that load (displays content to users) within three (3) seconds or less that provides, at a minimum, information about EVV requirements, relevant state and federal rules and regulations, user-friendly registration functionality, training and resources, frequently asked questions (FAQ), and links to other important resources that relate to the Home Health EVV System.

The Vendor collaborates with the Agency to update content on the Agency's website. The Vendor must develop its own EVV website according to the specifications listed in the RFP.

14 Sandata Technologies, LLC RFP 001-23.24 HH

EVV

Attachment B Scope of Services

H. Development Requirements

12 49 of 57 Please confirm the following requirement is specific to the EVV website referenced in the previous question (SRC #6, EVV Services, #14): The website shall contain the Agency header and footer that are currently on ahca.myflorida.com. If not, please provide additional clarification of this requirement

Confirmed.

15 Sandata Technologies, LLC NA In the current AHCA EVV program, what non-English languages are provided for EVV data collection?

Will those same languages be required for the current RFP EVV program?

Please see Attachment B, Section II., Manner of Service(s) Provision, Sub-Section B., Services Provided by the Vendor, Item 8., Customer Service, Sub-Item c.

16 Sandata Technologies, LLC RFP 001-23.24 HH

EVV

Attachment A;

Instructions and Special Conditions

2. Mandatory Response Content

c. Original Proposal Guarantee

8 of 26 Please provide additional clarification on the Proposal Guarantee of $319,600 that must be submitted with the Bidder's RFP response. Will the Proposal Guarantee be considered the first-year performance bond,or will the proposal guarantee amount be refunded and the winning vendor will be required to provide a 10% of total annual fees performance bond within 30 days of contract execution.

The Proposal Guarantee is different from the Performance Bond. Please review Attachment A, Section B., Response Preparation and Content, Sub-Section 2., Mandatory Response Content, Item c., Original Proposal Guarantee, and Attachment A, Section D., Response Evaluation and Contract Award, Sub-Section 9., Performance Bond. Also, please see Attachment B, Section VIII., Performance Bond.

17 Sandata Technologies, LLC RFP 001-23.24 HH

EVV

Attachment B Scope of Services

Exhibit B-2 Federal System Certification Requirements

Exhibit B-2-a Requirements Matrix

1 of 1 Is the current AHCA EVV Program CMS certified? No.

18 Sandata Technologies, LLC N/A Advertisement Details on the Vendor.myflorida marketplace.com

N/A My Florida Market Place

N/A N/A Can the Agency please confirm that bidders do not need to choose the "intends to Participate" button on the electronic website since this is a hard copy submission?

Confirmed.

QUES

ID VENDOR NAME ATTACHMENT

IDENTIFIER SECTION IDENTIFIER SUB-SECTION

REFERENCE ITEM REFERENCE ATTACHMENT

EXHIBIT

PAGE

NUMBER QUESTION ANSWER

19 Sandata Technologies, LLC RFP 001-23.24 HH

EVV

Exhibit A-4 Submission Requirements and Evaluation Criteria Components (Technical Response)

Instructions to respondents for the completion of Exhibit A-4

Technical Response Requirements

N/A 46 The instructions for the technical response do not mention the use of graphics, tables, and visual content to describe our system. Are these allowed within the form fields on within the Submission Requirement Components (SRCs)?

Yes. Visual content may also be provided in a separate document labeled with the SRC number to which it applies.

20 Sandata Technologies, LLC RFP 001-23.24 HH

EVV

Attachment B Scope of Services

7. Staffing Requirements

b. Key Positions/Minimum Staffing

21 of 57 Would the Agency consider not requiring the Vendor Customer Service/Call Center Supervisor be located in the State of Florida since the Customer Service staff is only required to be located in the contiguous 48 states.

See Addendum No. 1, Item 8.

21 Sandata Technologies, LLC RFP 001-23.24 HH

EVV

Attachment B Scope of Services

8. Customer Service

a. 23 of 57 Can the Agency please provide additional details on the following requirement, especially given it is common to have remote call center staff: The Vendor shall ensure Call Center staff are housed in a secure area that is solely dedicated to this Contract

See Addendum No. 1, Item 9.

22 HHAeXchange A, B Entirety all What is the process for the respondent to take exception to terms, conditions, or requirements in the

RFP?

There is no process for a respondent to take exception or negotiate terms during an RFP, in accordance with s. 287.057(1)(b), Florida Statutes. Please see Exhibit A-3, Required Certifications and Statements, Items 1. and 2.

23 HHAeXchange A A.1 A 7 PUR 1000 - General Contract Conditions (Section 15, Invoicing and Payment Terms)

6 of 189 Can the Agency please confirm that Vendor will be entitled to payment if the proposed EVV system is used by the Agency in a live, production environment?

Please see Attachment B, Section III., Method of Payment.

24 HHAeXchange A A.1 A 7 PUR 1000 - General Contract Conditions (Section 15, Invoicing and Payment Terms)

6 of 189 Can the Agency please advise as to the remedies available to Vendor in the event of the Agency’s non-payment?

Please see Exhibit A-7, Standard Contract, Section II., The Agency Hereby Agrees, Sub-Sections A. and B.

Also, please see Standard Contract, Section III., The Vendor and Agency Hereby Mutually Agree, Sub- Section A., Termination, Item 2., Termination Due to Lack of Funds.

25 HHAeXchange A A.1 A Section 13 8 of 189 Attachment A, section 13, subsection a. states, “The Agency’s anticipated Contract amount for the original term is $3,196,000.00. This figure is provided for informational purposes only and is based on historical spend and anticipated funding in future years.” Exhibit A-5 Cost Proposal states, “EXHIBIT A-5, COST

PROPOSAL, SHALL NOT INCLUDE A COST THAT EXCEEDS THE MAXIMUM CONTRACT AMOUNT

LISTED IN ATTACHMENT A…” Can the Agency clarify if the $3,196,000.00 is for informational purposes or is it the maximum contract amount for the base term and cannot be exceeded by bidders?

Please see Addendum No. 1, Item 1.

26 HHAeXchange A A.1 A Section 14 8 of 189 Attachment A, Section 14, subsection d. states, “If the resulting Contract is renewed, it is the Agency’s policy to reduce the overall payment amount by the Agency to the successful respondent by at least five percent (5%) during the period of the Contract renewal, unless it would affect the level and quality of services.” If a bidder is proposing a SaaS platform, hosting and data costs are impacted by the growth of the Medicaid program, as well as inflation. Can the respondent propose the annual fees to be the same or higher year over year to account for these market factors?

The Agency will not advise respondents on how to price their solution.

27 HHAeXchange A D. 5a SRC# 13 Exhibit A-4 73 of 189 SRC 13 - Security Rating Score requirements. The Agency requires documentation that indicates a vendor has received a top tier, middle tier, or bottom tier security rating. Security ratings for top/middle/bottom tiers are also mentioned in Table 5 - Performance Standards and Liquidated Damages.

Can the Agency please provide an evaluation scale or definition of these tiers?

The Agency’s security rating/third-party risk solution scores vendors on a “letter-grade” scale of A, B, C, D, or F. The Agency allows either an A or a B to meet the top-tier requirement. C is considered middle-tier with a D or F representing bottom-tier.

28 HHAeXchange A I. J. 3 A-7 90 of 189 Can the State please clarify if the references to “Attachment I” in the Standard Contract are intended to be references to Attachment B?

When the Contract resulting from this RFP is developed, Attachment B, Scope of Services, will become Attachment I of the Standard Contract.

29 HHAeXchange A I. W 9 A-7 100 of 189 Vendor’s established SaaS EVV solution will include enhancements not created specifically for any one contract/client that will apply across the client base, equally. SaaS solutions by definition deliver enhancements and customizations across multiple clients utilizing the same application, which allows all customers to benefit from all customer requested enhancements. As such, the SaaS solution and all enhancements, modifications, configurations, customizations, updates, etc. thereto created under or during performance of the contract will be owned by the Contractor, excluding any development performed exclusively for the State.

As such, will the Agency confirm that a SaaS solution is desirable/acceptable and the Agency is amenable to language clarifying that the EVV solution and all enhancements, modifications, configurations, customizations, updates, etc. thereto created under or during performance of the contract by will be owned by the Vendor unless the parties agree to any development work to be done exclusively for the Agency?

The respondent should reply in a manner that it believes best addresses the requirements of the solicitation.

If a solution is created from vendor work arising as a result of performance under this Contract, the Agency will have the right to all patents and copyrights. If the work is done for underlying SaaS platform support, and not for work arising from the performance of work under this contract, then this clause would not apply.

30 HHAeXchange B I. B Overview/Purpose 119 of 189 Is there a vendor in place, contracted with the Agency, that is currently performing any or all parts of this scope of work of this RFP? If yes, can the Agency please provide timelines for transition of services from the incumbent to the selected vendor?

Yes, there is currently an EVV vendor in place.

Please see Table 1, EVV Implementation Milestones and Target Dates, of Attachment B, Section II., Manner of Service(s) Provision, Sub-Section B., Services Provided by the Vendor, Item 3., Implementation Plan. Also, please see Attachment B, Section IX., Contract Transition.

31 HHAeXchange B I. B Overview/Purpose 119 of 189 Attachment B, Section B. Overview/Purpose, page 2 of 57 – The Agency states, “The Vendor shall assist the Agency with implementing a system and processes that hold home health providers accountable for the delivery of home health services to Florida Medicaid FFS recipients.”

Can the Agency clarify if the RFP scope includes both aggregating EVV visit data and deploying free EVV tools?

The Vendor is not responsible for providing Smartphones or similar devices that are used for GPS tracking.

The Vendor is responsible for all other EVV tools. See Attachment B, Section II., Manner of Service(s) Provision, Sub-Section B., Services Provided by the Vendor, Item 2., EVV System Functionality, and Item 8., Customer Service.

32 HHAeXchange B I. B Overview/Purpose 119 of 189 Attachment B, Section B. Overview/Purpose, page 2 of 57 – The Agency states, “The Vendor shall assist the Agency with implementing a system and processes that hold home health providers accountable for the delivery of home health services to Florida Medicaid FFS recipients.”

Can the Agency clarify if the RFP scope includes the census for both Fee For Service and Managed Care recipients?

As stated in Attachment B, Section I., Service(s) to be Provided, Sub-Section B., Overview/Purpose, this RFP is for the FFS population only.

QUES

ID VENDOR NAME ATTACHMENT

IDENTIFIER SECTION IDENTIFIER SUB-SECTION

REFERENCE ITEM REFERENCE ATTACHMENT

EXHIBIT

PAGE

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33 HHAeXchange B I. B Overview/Purpose 119 of 189 Attachment B, Section B. Overview/Purpose, page 2 of 57 – The Agency states, “The Vendor shall assist the Agency with implementing a system and processes that hold home health providers accountable for the delivery of home health services to Florida Medicaid FFS recipients.”

Can the Agency clarify if the RFP scope includes Home Health Visit Services, Personal Care Services, and Private Duty Nursing?

Florida Medicaid home health services include Home Health visits, Personal Care Services, and Private Duty Nursing.

34 HHAeXchange B I. A Background 119 of 189 Attachment B Scope of Services, section I. Services to be Provider, subsection A. Background, page 2 of 57 - In order to provide the most accurate pricing that matches the best solution for the FL population, as well as ensuring a like-for-like comparison across bidders, can the Agency provide the anticipated TOTAL number of members that will receive EVV provided by this procurement?

The Participant Directed Option is not within the scope of this RFP.

35 HHAeXchange B I. A Background 119 of 189 Attachment B Scope of Services, section I. Services to be Provider, subsection A. Background, page 2 of 57 – Can the Agency confirm if self-direction is in scope of this RFP, and that the number of self-directing members is reflected in the TOTAL number of members that will receive EVV provided by this procurement?

The Participant Directed Option is not within the scope of this RFP.

36 HHAeXchange B I. A Background 119 of 189 Attachment B Scope of Services, section I. Services to be Provider, subsection A. Background, page 2 of 57 – In order to provide the most accurate pricing that matches the best solution for the FL population, as well as ensuring a like for like comparison across bidders, can the Agency provide a breakdown of the anticipated number of members that will receive EVV provided via self-direction vs. Provider Agency?

The Participant Directed Option is not within the scope of this RFP.

From January to August 2023, 817 unique FFS recipients received Florida Medicaid home health services.

37 HHAeXchange B I. A Background 119 of 189 Attachment B Scope of Services, section I. Services to be Provider, subsection A. Background, page 2 of 57 – In order to provide the most accurate pricing that matches the best solution for the FL population, as well as ensuring a like for like comparison across bidders, can the Agency provide a breakdown by PCS

vs. HHCS of the anticipated number of members that will receive EVV as a result of this contract?

Between January and August 2023, 128 unique FFS recipients received HH services.

Between January and August 2023, 125 unique FFS recipients received PDN services.

Between January and August 2023, 576 unique FFS recipients received PCS services.

38 HHAeXchange B I. A Background 119 of 189 Attachment B Scope of Services, section I. Services to be Provider, subsection A. Background, page 2 of

57 – Can the Agency provide the anticipated number of provider agencies the vendor solution is expected to support? Will this agency count include self-direction?

For FY 2022/2023, 188 unique home health agencies submitted claims for FFS home health services.

The Participant Directed Option is not within the scope of this RFP.

39 HHAeXchange B I. A Background 119 of 189 Attachment B Scope of Services, section I. Services to be Provider, subsection A. Background, page 2 of 57 – Can the Agency provide the number of provider agencies currently using the state’s EVV solution vs.

the number that are using a 3rd party offering?

For FY 2022/2023, 188 unique home health agencies submitted claims for FFS home health services.

There are currently 29 providers that use an alternative (third party) EVV vendor.

40 HHAeXchange B I. A Background 119 of 189 Attachment B Scope of Services, section I. Services to be Provider, subsection A. Background, page 2 of 57 – If self-direction is in scope, can the Agency provide the anticipated number of Fiscal Intermediaries for both FFS and Managed Care that will need to integrate with the awarded bidder’s solution?

The Participant Directed Option is not within the scope of this RFP.

41 HHAeXchange B I. A Background 119 of 189 Attachment B Scope of Services, section I. Services to be Provider, subsection A. Background, page 2 of 57 – If self-direction is in scope, will the awarded bidder deploy free EVV tools to the caregivers supporting the Self-directed members, or do the Fiscal Intermediaries utilize their own EVV tools that will need to be integrated with for aggregation?

The Participant Directed Option is not within the scope of this RFP.

42 HHAeXchange B I. B Overview/Purpose 119 of 189 Attachment B, Section B. Overview/Purpose, page 2 of 57 – The Agency states, “The Vendor shall assist the Agency with implementing a system and processes that hold home health providers accountable for the delivery of home health services to Florida Medicaid FFS recipients.” Can the Agency clarify if the selected bidder will be aggregating recipient data from the MCOs’ current EVV systems or solely the FFS recipients? Aggregating data from both MCOs and FFS has become a best practice and would ensure the Agency has a complete view of all relevant services.

As stated in Attachment B, Section I., Service(s) to be Provided, Sub-Section B., Overview/Purpose, this RFP is for the FFS population only.

43 HHAeXchange B II. B 1 122 of 189 Under the section for General Responsibilities, page 5 of 57, the Agency states that the selected vendor must:

c. Develop, deliver, and comply with all reporting requirements established by the Agency, including ad hoc reporting, as applicable, at no additional cost to the Agency.

Can the Agency confirm that a list of required reports will be provided during negotiation, prior to contract execution?

Please see Attachment B, Section II., Manner of Service(s) Provision, Sub-Section E., Reporting, Table 3., Report Time Frames and Data Elements.

44 HHAeXchange B II. B 2.a.viii 124 of 189 Under the section for EVV System Functionality, page 7 of 57, the Agency states:

viii. The Vendor shall transition from interfacing with FMMIS to integrating with the Agency’s Core Module utilizing the Agency’s Integration Platform in accordance with Agency-approved technical specifications by December 31, 2024, unless otherwise directed by the Agency.

Will the Agency be providing specifications for this interface or is it the vendor's responsibility to provide a specification that will be subject to Agency approval?

Please see Addendum No. 1, Item 6.

45 HHAeXchange B II. B.3 Table 1 129 of 189 Attachment B, Section 3, Implementation, subsection i., page 15 of 57 – Phase 3 line item 29. Includes the timeframe of “One (1) week prior to the operations (go-live) start date.” The anticipated target Date for this item is “June 21”. Can the Agency confirm the anticipated go live date is June 28, 2024?

Please see Addendum No. 1, Item 7.

46 HHAeXchange B II. B 3 129 of 189 In Attachment B, Scope of Services, Table 1 - EVV Implementation Milestones and Target Dates, page 12 of 57, the Agency lays out anticipated phases and dates for the project implementation. Is the Agency amenable to a vendor proposing an implementation plan based off of successful implementation for projects of similar size and scope that meets the go-live date and includes each task/deliverable, but may modify the order of task completion and their corresponding due dates?

Please see asterisk below Table 1, EVV Implementation Milestones and Target Dates, of Attachment B, Section II., Manner of Service(s) Provision, Sub-Section B., Services Provided by the Vendor, Item 3., Implementation Plan.

QUES

ID VENDOR NAME ATTACHMENT

IDENTIFIER SECTION IDENTIFIER SUB-SECTION

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EXHIBIT

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NUMBER QUESTION ANSWER

47 HHAeXchange B II. B 4.k 134 of 189 Under the section for Outreach and Communication, page 17 of 57, the Agency states that:

The Vendor shall ensure ninety-five percent (95%) have successfully submitted at least one claim using the Vendor’s EVV system at least one (1) week prior to operations (go-live) start date.

With complex go-lives, it is difficult to ensure a number like 95% of provider agencies submitting at least one successful claim for a variety of reasons outside of the selected vendor's control. For example, if a provider agency is using 3rd party EVV tools, and their 3rd party vendor has not completed integration testing in time, or if a provider's billing cycle doesn't fall within the designated go-live submission period, these circumstances may impede the selected vendor's ability to achieve 95%. Can the Agency provide clarification regarding the exception process for these or similar impediments that may affect the required success rate, which are outside vendor control?

Please see asterisk below Table 1, EVV Implementation Milestones and Target Dates, of Attachment B, Section II., Manner of Service(s) Provision, Sub-Section B., Services Provided by the Vendor, Item 3., Implementation Plan.

48 HHAeXchange B II. B 7.b.minimum staffing 139 of 189 Under the section for Staffing, page 22 of 57, the Agency states that:

i. The Vendor shall provide a sufficient number of Call Center Representatives to ensure all Call Center requirements and related performance standards are met in accordance with this Contract.

Call Center Representatives shall have a minimum of one (1) year of customer service or call center experience.

In order to provide support services and staffing levels aligned with the stated performance standards, can the agency please provide anticipated call volumes expected under this contract?

The Agency is unable to predict the number of calls.

49 HHAeXchange B II. B 7.b.minimum staffing 139 of 189 Under the section for Staffing, page 22 of 57, the Agency states that:

During the implementation phase, the Vendor shall staff a sufficient number of Call Center Representatives to timely and properly complete the services specified in this Contract

Can AHCA please provide clarification as to how far in advance of "go-live" this requirement goes into place? For example, as part of our implementations of similar size and scope, we typically have our Call Center Representatives onboard to provide support 2-3 months ahead of the anticipated go-live date.

Please see the "Staffing" section of Table 1, EVV Implementation Milestones and Target Dates in Attachment B, Section II., Manner of Service(s) Provision, Sub-Section B., Services Provided by the Vendor, Item 3., Implementation Plan.

50 HHAeXchange B II. X G.6 165 of 189 Under the section for Information Technology, page 47 of 57, the Agency states that:

6. The Vendor shall have the capability to transmit all data to the Agency or to a third party designated by the Agency to receive the data.

Can the Agency please clarify what is included under "all data" in this scenario?

"All data" refers to all EVV-related data.

51 HHAeXchange B X H 14 166 of 189 Attachment B, Section H. Development Requirements, subsection 14., page 49 of 57 states, “All code shall be submitted to the Agency by the Vendor for standards review prior to user testing. This code review requires a personal presentation by the Vendor’s coder(s).” Can the Agency confirm this only applies to custom coding and would not apply to an existing SaaS solution where the underlying code is developed for multiple clients?

This subsection is only for application or solution development completed as part of this contract. This does not apply to underlying SaaS platform updates as those are the sole responsibility and liability of the vendor.

The Agency currently requires vendors to store their binary in the Agency’s artifactory repository.

52 HHAeXchange B II. XI E 169 of 189 Under the section for Disaster Recovery, page 51 of 57, the Agency states that:

E. The Agency, at its discretion, reserves the right to direct the Vendor to amend or update its disaster recovery plan in accordance with the best interests of the Agency and at no additional cost to the Agency.

For vendors proposing a SaaS solution, would the Agency be amenable to qualifying this requirement as applicable only to enhancements and changes that are feasible across the SaaS platform, considering any recommended changes will impact the vendor's entire client base?

There will be no change to this requirement. The Agency reserves the right to direct an amendment or update to the vendor’s disaster recovery plan.

53 Netsmart Attachment B Scope of Services Outreach and Communication

K Page 17 of

This requirement is that 95% of providers must submit a claim prior to go-live. Can the state please eleborate on this expectation? If the system isn't live, how is the provider able to submit a claim?

A provider may submit a paid claim to ensure the EVV system works properly, with the expectation that the claim would be denied by the Agency's management information system.

54 Netsmart Attachment B Federal System Certification Requirements

CMS Life Cycle 1 paragraph 2 Exhibit B-2 Page 1 of 4 At this time, CMS has said SMC does not apply to EVV. EVV is still certifying under OBC per our recent conversation with the CMS as part of a pending certification. It's a common misperception that EVV was moved to SMC, even at the State Officer level. It's requested the state confirm with CMS that OBC is the current model for EVV and, if confirmed, amend the RFP to be OBC focused.

Please see Addendum No. 1, Item 11.

55 Netsmart Attachment B Scope of Services Provider Support 23 P 131 of

Please confirm the requirement of Instructor Led - In Person training sessions, or confirm if virtual training & webinar implementation sessions are sufficient.

Please see Attachment B, Section II., Manner of Service(s) Provision, Sub-Section B., Services Provided by the Vendor, Item 5., Training, Sub-Item d., Training Schedule.