Amendment #2.pdf

BabyE inSAP

State of South

Carolina

Request for Proposal

Amendment #2

Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400018456

10/29/2019

ROB MALPASS

(803) 898-0541

Robert.Malpass@scdhhs.gov 1801 Main Street

Columbia, SC 29201

DESCRIPTION: Provide Statewide Integrated Early Intervention Case Management System for

South Carolina Individuals with Disabilities Education Act (IDEA) Part C Program (BabyNet)

USING GOVERNMENTAL UNIT: SC 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): 11/14/2019 3:00PM EDT (See "Deadline For Submission Of Offer" provision)

QUESTIONS MUST BE RECEIVED BY: 10/24/2019 5:00PM EDT (See "Questions From Offerors" provision)

NUMBER OF COPIES TO BE SUBMITTED: One (1) Electronic and One (1) Redacted Electronic Version submitted online OR Nine (9) CD’s with both technical and price proposals on separate CDs; and One (1) identical paper copy of both the Technical and Price Proposals

CONFERENCE TYPE: Pre-Proposal

DATE & TIME: 10/02/2019 10:00AM EDT

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

LOCATION: SCDHHS

Jefferson Square

1801 Main Street, 10th Floor

Columbia, SC 29201

AWARD &

AMENDMENTS

Award will be posted on 12/06/2019. The award, this solicitation, any amendments, and any related notices will be posted at the following web address: http://www.procurement.sc.gov

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 one hundred twenty (120) 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)

mailto:Robert.Malpass@scdhhs.gov http://www.procurement.sc.gov/ http://www.procurement.sc.gov/

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)

Amendment No. Amendment Issue

Date Amendment No. Amendment Issue

Date Amendment No. Amendment Issue

Date Amendment No. Amendment Issue

Date

DISCOUNT FOR

PROMPT PAYMENT

(See "Discount for Prompt

Payment" clause)

10 Calendar Days (%) 20 Calendar Days (%) 30 Calendar Days (%) _____Calendar Days (%)

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

PREFERENCES DO NOT APPLY TO THIS PROCUREMENT

PREFERENCES - ADDRESS AND PHONE OF IN-STATE OFFICE:

PREFERENCES DO NOT APPLY TO THIS PROCUREMENT

PAGE TWO (SEP 2009) End of PAGE TWO

AMENDMENT #2

Solicitation #5400018456

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]

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 provision. Stricken text is deleted. [02-2A097-1]

9.1 ATTACHMENTS LIST

• ATTM 001 IMPORTANT NOTICE - NONRESIDENTS ONLY

• ATTM 002 OFFERORS CHECKLIST

• ATTM 003 CERTIFICATION REGARDING DEBARMENT SUSPENSION INELIGIBILITY AND

VOLUNTARY EXCLUSION

• ATTM 004 DISCLOSURE OF OWNERSHIP

• ATTM 005 HIPAA BAA 2018

• ATTM 006 ORGANIZATIONAL CONFLICT OF INTEREST DISCLOSURE

• ATTM 007 CERTIFICATION FOR CONTRACTS GRANTS LOANS AND COOPERATIVE AGREEMENTS

• ATTM 008 BABYNET PRICING TABLES_EXAMPLES.xls

• ATTM 009 BABYNET PRICING TABLES_BLANK.xls

• ATTM 010 QUESTIONS TEMPLATE

• ATTM 011 CDML

• ATTM 012 SERVICE LEVEL AGREEMENTS (SLA)

• ATTM 013 EXPERIENCE TABLE

• ATTM 014 LIST OF INCLUDED SYSTEM REPORTS

• ATTM 015 SPSAQ (REVISED)

• ATTM 016 Q&A

This solicitation incorporates by amendment the following clarifications. The State’s responses (in red) to questions from prospective Offerors follow:

1. What is the specific format in which the prior authorization needs to be submitted? 278 or any other format?

Prior authorization file will be a proprietary flat file currently being used by the state’s MMIS.

Final design and layout will be provided to the successful offeror.

2. In the given figure 2 for BabyNet Future State, the Prior Authorization is uni-directional from

BabyNet CMS to MES. Shouldn’t it be bi-directional? Does SCDHHS expect BabyNet CMS to receive the response back from MES and update the information in the BabyNet CMS?

If the question refers to units of service expended against the authorized units on the PA, the answer is yes, remaining units information will be returned to the BabyNet CMS. No external approval of the PA is required because the PA generated by the BabyNet CMS is attached to the IFSP, which establishes medical necessity for the requested services and is therefore by definition pre-approved.

3. From Figure 1 – BabyNet Future State it is difficult to determine the frequency of receiving 834 into the BabyNet CMS. What is the frequency of receiving 834?

Daily

4. Looking at the Figure 2, there is no Medicaid Eligibility information coming into the BabyNet

CMS from the MES? Can it be assumed that the 834 received from MES contains Medicaid

Eligibility information also?

Yes, assume eligibility information is transmitted with the 834.

5. Does SCDHHS have specific information that is needed for your Disaster Recovery planning?

As a Cloud Service Provider (CSP) our customers are not part of our Disaster Recovery planning process. We schedule Disaster Recovery exercises which are conducted at least annually.

Overall, CSP has conducted more than 40 Disaster Recovery exercises in the production instance environment. The prime contractor will not be able to directly test our infrastructure. Therefore, can this requirement be removed or modified?

See answer to question 35 in ATTM 016.

6. We are a Cloud Service Provider (CSP), our Disaster Recovery and Business Continuity activities and documentation are performed at a platform level. The State must be under NDA to review the DR/BCP documentation. The actual BIA is not available for customer review.

Therefore, can this requirement be removed or modified?

See answer to question 36 in ATTM 016.

7. As a multi-tenant Cloud Service Provider (CSP) we have third party auditors that inspect and review our security. We undergo annual audits for compliance with additional frameworks such as SSAE 16 SOC 1, SOC 2, SOC 3, ISO 27001, and PCI-DSS Level 1. The results of these audits can be provided to SCDHHS as desired under NDA. In addition, we are a Cloud Service Provider with a FedRAMP Authority to Operate (ATO) for both Software as a Service (SaaS) and Platform as a Service (PaaS), consistent with the FedRAMP moderate baseline controls. We have a

FedRAMP ATO at the moderate impact level issued by the Department of Health and Human

Services (HHS). Testing for the ATO was performed by a third party assessment organization

(3PAO). Is this acceptable to meeting the State’s requirements?

See answer to question 50 in ATTM 016.

8. Would SCDHHS please clarify which of the below users are internal vs. external?

District Administrators – 29

Service Coordinators – 1,400

Service Providers – 2,225

State Administrators – 74

State Viewers – 12

State Administrators and State Viewers are internal. District Administrators, Service

Coordinators, and Service Providers are external.

9. On price table E, the instructions appear to indicate that we separately record fixed costs which do not vary based on number of beneficiaries and variable costs that do vary based on number of beneficiaries. However, the spreadsheet does not support the separate entry of fixed and variable monthly costs, just a single monthly cost which we assume should include total monthly cost inclusive of both fixed and variable costs. Please clarify whether we are supposed to separately enter fixed and variable costs and, if the answer is yes, indicate where on the form to enter each.

No, offeror should not separately enter fixed and variable costs. Please do not modify spreadsheet formulas.

10. Also on price table E, there are a couple of formulas which do not appear to reflect what you intend. Specifically, in column K (total cost) it appears from the column title that you intend to calculate the contract total cost. If so, you would need to multiply the totals currently calculated by your formula in rows 5 - 10 by 12 to get a total contract cost over the five years for each of the volume categories listed as well as the average. We would also point out that row 11 indicates average annual cost but in column K is actually an aggregate of five years of annual average cost for the purpose of calculating total cost over the life of the contract. We assume this to be correct but please verify that this cell is not supposed to reflect an average but an aggregate. Please clarify whether we should adjust the formulas on the other rows to show total aggregate contract cost over the life of the contract.

Price Table E calculates as intended. Please do not modify spreadsheet formulas.

11. When we download attachment 15 (ATTM 15) the title that comes up on the document reads

"attachment 3". Please advise if we should edit the title to read "Attachment 15" so that it is consistent with the instructions.

Please see revised ATTM 015.

12. Using the desired train-the-trainer model, can you provide estimates for: (a) How many people

("trainers") would need to be trained on the IFSP module? (b) How many would need to be trained on the service documentation module? (c) How many would need to be trained on both the IFSP module and the service documentation module?

See answer to question 51 in ATTM 016. All individuals will need training on both the IFSP module and the service documentation module.

13. Does SCDHHS anticipate needing access to the Offeror's Help Desk solution in order to answer policy questions? If so, how many SCDHHS staff would need access to the Offeror's Help Desk solution?

SCDHHS will address policy questions submitted by providers. Vendor will not staff this function on the help desk.

14. Are Offerors able to propose a different delivery timeframe, from what is provided in ATTM

011, for certain CDML items?

Offerors should identify both CDML deliverables relevant to their proposed solution, along with proposed delivery dates.

15. Is the System Security Plan (SSP) going be required for state or federal funding requirements?

Is the Privacy Impact Assessment (PIA) going to be required for state or federal funding requirements?

The SSP and PIA are required to establish SCDHHS’ authority to connect as part of its third-party audit, which is a required part of federal funding.

16. If an Offeror is proposing a SaaS solution and intends to be fully responsible for hosting all infrastructure and applications, is an O&M Plan still needed? If the O&M Plan is still needed for a SaaS solution, may the Offeror indicate certain sections in the plan as not applicable?

Offerors shall articulate O&M plans appropriate to the service model they propose in the level of detail necessary to accurately reflect how the offeror will provide ongoing support to

SCDHHS once the case management solution is launched.

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.