Amendment 2.docx

SAP

State of South Carolina

Best Value Bid

Amendment 2

Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400018925 02/20/2020

NATHAN DAWSON

(803) 737-9931 ndawson@mmo.sc.gov SFAA, Div. of Procurement Services, MMO 1201 Main Street, Suite 600 Columbia SC 29201

DESCRIPTION: Financial Management Services

USING GOVERNMENTAL UNIT: South Carolina Department of Health & Human Services

SUBMIT YOUR OFFER ON-LINE AT THE FOLLOWING URL: http://www.procurement.sc.gov

SUBMIT OFFER BY (Opening Date/Time): 03/06/2020 11:00 am (See "Deadline For Submission Of Offer" provision)

QUESTIONS MUST BE RECEIVED BY: 01/29/2020 5:00 pm email questions to ndawson@mmo.sc.gov (See "Questions From Offerors" provision and Attachment 10)

NUMBER OF COPIES TO BE SUBMITTED: Two online submissions – One Original and One Redacted Copy Initial here if NO redacted copy is necessary___________ (See Section II A “Submitting Confidential Information” clause, and Section IV “Submitting Redacted Offers” clause)

CONFERENCE TYPE: Pre-Proposal Conference DATE & TIME: 01/29/2020 10:00 am

(As appropriate, see "Conferences - Pre-Bid/Proposal" & "Site Visit" provisions)

LOCATION:

SC Dept of Health & Human Services 1801 Main Street Columbia SC 29201

You must submit a signed copy of this form with Your Offer. By signing, You agree to be bound by the terms of the Solicitation. You agree to hold Your Offer open for a minimum of sixty (60) calendar days after the Opening Date. (See "Signing Your Offer" provision.)

NAME OF OFFEROR

(full legal name of business submitting the offer) Any award issued will be issued to, and the contract will be formed with, the entity identified as the Offeror. The entity named as the offeror must be a single and distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc.

AUTHORIZED SIGNATURE

(Person must be authorized to submit binding offer to contract on behalf of Offeror.)

DATE SIGNED

TITLE

(business title of person signing above)

STATE VENDOR NO.

(Register to Obtain S.C. Vendor No. at www.procurement.sc.gov)

PRINTED NAME

(printed name of person signing above)

STATE OF INCORPORATION

(If you are a corporation, identify the state of incorporation.)

OFFEROR'S TYPE OF ENTITY: (Check one) (See "Signing Your Offer" provision.)

___ Sole Proprietorship ___ Partnership ___ Other_____________________________

___ Corporate entity (not tax-exempt) ___ Corporation (tax-exempt) ___ Government entity (federal, state, or local)

COVER PAGE - ON-LINE ONLY (MAR. 2015)

SAP

SAP

PAGE TWO

(Return Page Two with Your Offer) HOME OFFICE ADDRESS (Address for offeror's home office / principal place of business)

NOTICE ADDRESS (Address to which all procurement and contract related notices should be sent.) (See "Notice" clause)

_________________________________________________ Area Code - Number - Extension Facsimile

_________________________________________________ E-mail Address

PAYMENT ADDRESS (Address to which payments will be sent.) (See "Payment" clause)

____Payment Address same as Home Office Address ____Payment Address same as Notice Address (check only one) ORDER ADDRESS (Address to which purchase orders will be sent) (See "Purchase Orders and "Contract Documents" clauses)

____Order Address same as Home Office Address ____Order Address same as Notice Address (check only one)

ACKNOWLEDGMENT OF AMENDMENTS

Offerors acknowledges receipt of amendments by indicating amendment number and its date of issue. (See "Amendments to Solicitation" Provision)

DISCOUNT FOR PROMPT PAYMENT

(See "Discount for Prompt Payment" clause)

PREFERENCES - A NOTICE TO VENDORS (SEP. 2009):

Preferences do NOT apply to this solicitation per SC Consolidated Procurement Code §11-35-1524(E)(3)

PREFERENCES - ADDRESS AND PHONE OF IN-STATE OFFICE:

Preferences do NOT apply to this solicitation per SC Consolidated Procurement Code §11-35-1524(E)(3)

____In-State Office Address same as Home Office Address ____In-State Office Address same as Notice Address (check only one)

PAGE TWO (SEP 2009)

End of PAGE TWO

AMENDMENT #2

Solicitation #5400018925

AMENDMENTS TO SOLICITATION (JAN 2004)

(a) The Solicitation may be amended at any time prior to opening. All actual and prospective Offerors should monitor the following web site for the issuance of Amendments: www.procurement.sc.gov (b) Offerors shall acknowledge receipt of any amendment to this solicitation (1) by signing and returning the amendment, (2) by identifying the amendment number and date in the space provided for this purpose on Page Two, (3) by letter, or (4) by submitting a bid that indicates in some way that the bidder received the amendment. (c) If this solicitation is amended, then all terms and conditions which are not modified remain unchanged. [02-2A005-1]

Highlighted text is added to the original provision. Stricken text is deleted.

QUESTIONS FROM OFFERORS - AMENDMENT (JUN 2017)

THE SOLICITATION IS AMENDED AS PROVIDED HEREIN. INFORMATION OR CHANGES RESULTING FROM QUESTIONS WILL BE SHOWN IN A QUESTION-AND-ANSWER FORMAT. ALL QUESTIONS RECEIVED HAVE BEEN REPRINTED BELOW. THE “STATE’S RESPONSE” SHOULD BE READ WITHOUT REFERENCE TO THE QUESTIONS. THE QUESTIONS ARE INCLUDED SOLELY TO PROVIDE A CROSS-REFERENCE TO THE POTENTIAL OFFEROR THAT SUBMITTED THE QUESTION. QUESTIONS DO NOT FORM A PART OF THE CONTRACT; THE “STATE’S RESPONSE” DOES. ANY RESTATEMENT OF PART OR ALL OF AN EXISTING PROVISION OF THE SOLICITATION IN AN ANSWER DOES NOT MODIFY THE ORIGINAL PROVISION EXCEPT AS FOLLOWS: UNDERLINED TEXT IS ADDED TO THE ORIGINAL PROVISON. STRICKEN TEXT IS DELETED. [02-2A097-1]

The following questions were received pursuant to the original date and time specified on the front of the solicitation:

Question 1. Does HHS currently have a contract for these specific financial services?

Answer: Yes.

Question 2. If there is a contract, could you provide the vendor name and contract number.

Answer: These services were originally competitively procured under solicitation 5400004191 which resulted in contract number 400006180. At the end of that contract term in 2018 it was rolled into an Emergency Contract that will be in place until new FMS and EVV contracts are awarded. These services are currently being procured via separate solicitations.

Question 3. If there is a contract, could you also provide the total spend of that contract?

Answer: Since that contract includes both EVV and FMS services the total spend would not be comparable to this new solicitation.

Question 4. The awarded contract will have a maximum term of 5 years, including renewals. Are these services bid out on a recurring basis, and will another RFP be issued as this future awarded contract nears its expiration?

Answer: Yes.

Question 5. Is it necessary for the FMS to store authorization information in the FMS payroll payment system to ensure payments don’t exceed authorized amounts, or does the FMS automatically pay payroll amounts based on the file received from the Phoenix system without regard to authorized amounts? In other words, is it the Phoenix system or another system other than the FMS’, that ensures clock-in and clock-out time worked does not exceed authorized amounts?

Answer: The FMS will not be receiving authorization information. The Phoenix system ensures payment submitted to MMIS for reimbursement does not exceed what was authorized.

Question 6. Does the FMS have any role in obtaining or helping to obtain workers’ compensation policies for employees? Does the FMS need to obtain a workers’ compensation policy that each employer’s employees would be covered under? Or, would the FMS would be required to help employers obtain their own workers’ compensation policies? Or, is there no role at all with workers’ compensation policies on the part of the FMS?

Answer: Please refer to Procurement Library Attachment “PL 002-New Employer Information Packet”.

Question 7. Are there any requirements for background checks or other certifications that the FMS will be responsible for?

Answer: No.

Question 8. If checks or certifications are required, how often must they be completed? If background checks must be run by the FMS, how often are they to be run and what is the cost for a background check and is that cost reimbursable to the FMS?

Answer: The State contracts with another entity to complete background checks prior to services being authorized.

Question 9. For a bi-weekly payroll, what is the average number of payments made to providers?

Answer: On average just over 2,000 payments with approximately 100 paper checks, 1,500 bank direct deposits, and 400 Money Network card deposits.

Question 10. What is the average dollar amount of the bi-weekly payroll, including payroll taxes, that is paid out by the FMS?

Answer: On average, just over $670,000 per pay period.

Question 11. What is the current ratio of providers to participants (beneficiaries)?

Answer: The current ratio is about 1:1. As of 2/6/2020 there are 1,901 providers and 2,054 participants.

Question 12. Is the FMS required to perform monthly OIG checks for providers?

Answer: No.

Question 13. Can the information required to be on the check stub be provided on a separate document distributed with the check stub?

Answer: Yes.

Question 14. What is the average number of payments and average dollars paid for monthly vendor payments?

Answer: This service is provided for a program that has a very small census. For calendar year 2019, average monthly payment was $6,100 and the average monthly vendor payments was 13.

Question 15. How will the FMS know if a payment was not made due to an issue in the systems that produce the data feed for payroll payments? Example: if a shift in the EVV system did not get approved and not sent to the FMS for payment, how would the FMS know that?

Answer: The vendor will need to respond to inquiries where payment has been received and they have not issued the funds. If a shift in the EVV system did not get approved, the vendor will not have received funds. The worker will need to inquire with the local SCDHHS office.

Question 16. Which SCDHHS systems is the FMS responsible to provide technical support for? What level of technical support is required by the FMS for these systems?

Answer: Technical support for the FMS only, however some troubleshooting may be required to determine if the problem is with the FMS or another system. If it is determined that the issue is with another system, we expect the FMS help desk to refer the user to the appropriate contacts for that system as provided by SCDHHS.

Question 17. What is the current price per beneficiary receiving waiver services per month?

Answer: $49.00 per month.

Question 18. Please define “your FMS project DDI plan” (page 22 of the solicitation).

Answer: “DDI” = Design, Development and Implementation.

ALL OTHER TERMS, CONDITIONS, BIDDING INSTRUCTIONS, AND SPECIFICATIONS REMAIN UNCHANGED. IF THERE ARE ANY QUESTIONS OR IF ANY CONFUSION OR UNCERTAINTY ARISES AS A RESULT OF THIS AMENDMENT, IT IS THE SOLE RESPONSIBILITY OF THE OFFEROR TO CONTACT THE PROCUREMENT OFFICER FOR CLARIFICATION. CONTACT INFORMATION CAN BE FOUND IN THE TOP RIGHT HAND CORNER OF THE COVER PAGE OF THIS AMENDMENT. REFERENCE THE “DUTY TO INQUIRE” CLAUSE IN THE ORIGINAL REQUEST FOR PROPOSAL.

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