Attachment 3 REQ_DASOBO_00015863 AMD 2.pdf

REQ-DASOBO-00015863 Page 1 of 11

REQUEST FOR SPECIAL PROCUREMENT No. REQ-DASOBO-00015863

PREVIOUSLY KNOWN AS SP-1145-19, AMENDMENT No. 2

PART A. Requesting Agency must complete Items 1 through 13.

1. Requesting Agency Name: The Department of Administrative Services, Procurement Services (DAS PS) on behalf of the Oregon Health Authority (OHA), Health Policy and Analytics (HPA) Division.

2. Date of Request: July 1, 2021 3. Agency Number: 107090

4. Agency Contact Name: Alicia Miller 5. Phone: (971) 349-2406

6. Type of Request: ___ Class Special Procurement _X_ Contract-specific Special Procurement

7. Amendment Time Period Requested: From: December 31, 2021 To: December 31, 2026

8. Total Estimated Cost for Amendment Time Period: $8,149,674

9. Title: Supplies and/or Services to be acquired:

Continued services and access to the Collective Platform

10. Amendment Request, Background, Current Need, and Proposed Contracting Procedure:

a. Amendment Request:

DAS PS, on behalf of OHA/HPA requests approval of this Special Procurement (SP) request No. REQ- DASOBO-00015863 (previously known as SP-1145-19, Amendment No. 2 on ORPIN) to extend Contract No. DASPS-1601-16 (OHA No. 148728) for five (5) years and increase the Not-to-Exceed (NTE) by $8,149,674 to a new total contract NTE of $14,440,234.

b. Background:

OHA’s mission is to ensure all people and communities can achieve optimum physical, mental and social well-being through partnerships, prevention, and access to quality, affordable health care. OHA includes most of the state’s health care programs, including Public Health and the Oregon Health Plan.

This gives the state greater purchasing and marketing power to begin tackling issues with costs, quality, enables health care physicians and coordinators to better coordinate and manage patient care. Oregon implemented a coordinated care model through Coordinated Care Organizations (CCOs) which are networks of all types of health care providers who work together in their local communities, which includes coordinated patient care in an effort to reduce emergency department utilization and after care services.

On December 23, 2015, DAS PS, on behalf of OHA, posted Sole Source Notice No. DASPS-2176-15 to the Oregon Procurement Information Network (ORPIN) to obtain subscriptions to the Collective Medical Technology’s (CMT) Collective Platform. The Collective Platform is the notification software service that leverages data from CMT’s Emergency Department Information Exchange (EDIE) system to provide real-time hospital event notifications to participating health organizations, such as health plans and providers for a predetermined panel of patients. The Sole Source Notice Closed on January 4, 2016. The Sole Source Notice received no protests.

On August 14, 2019, Special Procurement No. SP-1145-19 was approved to extend Contract No.

DASPS-1601-16 for an additional two (2) years and increase the NTE.

Attachment 3

REQ-DASOBO-00015863 Page 2 of 11

On October 9, 2020, Amendment No. 1 to Special Procurement No. SP-1145-19 was approved to allow OHA’s Public Health Division to push public health data, such as COVID-19 positive lab results and Multidrug-Resistant Organism infection cases, to the Collective Platform for non-Medicaid and Medicaid beneficiaries

Below is a breakdown of approved increases to the Contract NTE since Contract execution relative to the Contract and the three (3) executed Amendment:

Contract/Amendment Time Period Value Contract NTE

DASPS-1601-16 7/22/2016 – 7/31/2018 $2,800,000 $2,800,000

Amendment 1 7/31/2018 – 12/31/2019 $520,000 $3,320,000

Amendment 2 12/31/2019 – 12/31/2021 $2,970,560 $6,290,560

Amendment 3 12/31/2019 – 12/31/2021 $0 $6,290,560

c. Current Need:

DAS PS, on behalf of OHA/HPA, requests authority to extend the Contract for up to five (5) years and increase the NTE by $7,872,050. The extension of time will allow OHA/HPA and entities accessing the Collective Platform under this subscription to continue accessing critical real-time hospital event alerts for their members or patients. OHA’s Collective Platform subscription makes the services available to Oregon entities, including state programs, that provide care coordination to Medicaid enrollees, such as Coordinated Care Organizations (CCOs), local long-term care field offices, and key behavioral health care teams (Assertive Community Treatment). OHA receives hospital event data from the vendor for monitoring health care delivery in Oregon and specifically for oversight of the operation of the Medicaid program. Additionally, the subsequent Amendment will allow for a restatement of the Contract to include in a clearly articulated format all the changes resulting from multiple Special Procurements, Change Orders and more specific details necessary to maximize the results of the services. Entities that may access the Collective Platform during the term of the Agreement include, at the discretion of OHA/HPA, any governmental or private entity that provides care coordination to a client based inclusive of Medicaid enrollees, that provides services relating to health care deliver or health services program oversight, or that provides public health services.

Total Estimated Cost:

Description Term Cost

CCO Subsidy projections ($0.08 Per Medicaid Member Per Month (PMPM))

1/1/2022 – 12/31/2026 $5,842,800

State Programs 1/1/2022 – 12/31/2026 $810,000

HPA Reporting 1/1/2022 – 12/31/2026 $300,000

MDRO Alerting 1/1/2022 – 12/31/2026 $62,500

Long Term Post-Acute Care Subscriptions 1/1/2022 – 12/31/2026 $856,750

Consumer Price Index (CPI) increase 1/1/2024 – 12/31/2026 $277,624

REQ-DASOBO-00015863 Page 3 of 11

Total Service and Subscriptions 2022 - 2026 $8,149,674

d. Proposed Contracting Procedure:

DAS PS will issue a public notice on the State of Oregon’s eProcurement system, OregonBuys, as required by Oregon Administrative Rule (OAR) 125-247-0287, for a seven (7) calendar day period, regarding approval of the SP Request.

Advertisement of the approved SP will include provisions that any affected person may protest the approval of the SP Request.

DAS PS will respond to and resolve protests, if any. If no protests to this approved SP are received and sustained, DAS PS, on behalf of OHA/HPA, will proceed with amending the existing Contract add compensation and extend the end date to December 31, 2026.

11. Justification for use of Special Procurement: Describe the circumstances that justify the use of a Special Procurement. Attach relevant documentation.

The beneficiary of DAS PS Contract No. DASPS-1601-16 (OHA No. 148728) has continuing business needs to utilize the Collective Platform to provide real-time hospital event notifications to participating health organizations that leverages data from EDIE. The Collective Platform provides critical support for the Coordinated Care Organizations (CCOs), Medicaid Care management contracts, Medicaid-serving state programs, and Public Health.

The EDIE system is the only health information exchange, hospital event notification operating in Oregon across all hospitals with emergency departments. The Collective Platform supports care coordination across a continuum of critical Medicaid providers including primary care, behavioral health, dental and long-term services and supports.

12. Findings to Satisfy the Required Standards: This proposed special procurement:

__X__ (a) will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because:

The data agreements that Collective Medical Technologies has in place with every hospital in Oregon is the key to real time notification services being effective. While the software may be replicated, the access to the data could not. It is imperative that during a public health crisis such as COVID-19, hospital emergency departments and other health care providers receive up to date and accurate data.

Non-Medicaid and Medicaid patient lab results will assist in ensuring the safety, integrity and quality of coordinated patient care.

and

______ (b)(i) will result in substantial cost savings to the contracting agency or to the public because:

or

_X__ (b)(ii) will otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with the requirements of ORS 279B.055, 279B.060, 279B.065, or 279B.070, or any rules adopted thereunder because:

Every hospital in Oregon is currently submitting data to, and using data from the EDIE system to receive real-time hospital event notifications, including positive COVID-19 test results for both non-Medicaid and Medicaid beneficiaries. OHA has already expended resources to achieve and support statewide

REQ-DASOBO-00015863 Page 4 of 11 participation in EDIE by Oregon hospitals and to support adoption and use of the Collective Platform by Medicaid-serving organizations, including CCOs and state programs.

Extending the Contract promotes public interest by supporting public health responsibilities, where appropriate, by leveraging the statewide platform for notifications to health care providers and care coordinators for:

COVID-19 response and support for those entities that statute allows OHA to share Communicable Disease data

Multi Drug Resistant Organisms (MDRO) responsibilities for OAR 333-019-0052.

13. Signature: The actual signature of the Agency Head or designee (e.g., Designated Procurement Officer) is not required on the Request submitted through OregonBuys. Agency may elect to attach a signed Request as a pdf file through OregonBuys or submit a signed hard copy Request.

Signature: e.g. Electronically in OregonBuys _________________ Name/Title: Date:

REQ-DASOBO-00015863 Page 5 of 11

PART B. The Department of Administrative Services completes Part B.

STATUTORY AND RULE AUTHORITY:

ORS 279B.085(2) states the Director of the Department of Administrative Services may approve a special procurement if the Director finds that a written request submitted under ORS 279B.085(4) demonstrates that the use of a special procurement as described in the request, or an alternative procedure prescribed by the Director will:

(a) Be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts; and

(b) (A) Result in substantial cost savings to the contracting agency or to the public; or

(B) Otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with requirements that are applicable under ORS 279B.055, 279B.060, 279B.065 or 279B.070 or under any rules adopted thereunder.

OAR 125-246-0170 delegates the authority of the Director of the Department of Administrative Services to approve special procurements to the State Chief Procurement Officer. OAR 125-247-0285 through 125-247-0288 implement ORS 279B.085.

OAR 125-247-0700(2) Protests and Judicial Review of Special Procurements designates the State Chief Procurement Officer as the Contract Review Authority.

FINDINGS: The findings are accepted, adopted, and incorporated by reference herein.

CONDITIONS OF APPROVAL:

1. Notice Period. The Authorized Agency shall post the Public Notice on OregonBuys. The Special Procurement may not be used until after the completion of the seven (7) calendar day notice period required pursuant to OAR 125-247- 0287(4), and either:

a. No Written protests are received by the Contract Review Authority, State Chief Procurement Officer, from an Affected Person in response to the notice, or

b. If any protest is received during the notice period, then not until:

i. the State Chief Procurement Officer or delegate issues a written disposition of the protest in accordance with ORS 279B.400 and OAR 125-247-0700 and OAR 137-047-0700, and

ii. confirms in writing the first possible date of use of the Special Procurement.

2. ORS 279A.165 Requirements. Authorized Agency shall comply with the requirements of ORS 279A.165 and OAR 125-247-0287(12) regarding a report about this Special Procurement. Agency shall use a form and follow the instructions provided by the State Chief Procurement Officer or delegate.

3. Authorized Agency shall comply with all Enterprise Information Services (EIS) conditions and requirements prior to execution of any contracts or amendments and will obtain Department of Justice (DOJ) legal sufficiency review and approval, as may be required.

APPROVED:

Kelly Mix, State Chief Procurement Officer, Date:

Department of Administrative Services

REQ-DASOBO-00015863 Page 6 of 11

Attachment 1

REQUEST FOR SPECIAL PROCUREMENT

(SP-1145-19)

Submit a Special Request to the Department of Administrative Services, Procurement Services through ORPIN using the "DAS Special Request Queue". The Agency Head or designee (e.g., Designated Procurement Officer) must authorize the Special Request before it is sent to DAS.

PART A. Requesting Agency must complete Items 1 through 13.

1. Requesting Agency Name: DAS Procurement Services

2. Date Of Request: 07/30/2019 3. Agency 6-digit Number: 107090

4. Agency Contact Name: Ginny Beckwith (DPO/Buyer)

5. Phone: 1 (503) 378-4639

6. Type Of Request: Class Special Procurement Contract-specific Special Procurement

7. Time Period Requested: From: 01/01/2020 To: 12/31/2021

8. Total Estimated Cost: 1859040

9. Supplies and/or Services or class of Supplies and/or Services to beAcquired:

Real time hospital notification services, Collective Platform Subscription Renewal

10. Request, Background, and Proposed Contracting Procedure: Provide a description of what has been done in the past and the proposed procedure. The Agency may, but is not required to, also include the following types of documents Notice/Advertising, Solicitation(s), Bid/Proposal Form(s), Contract Form(s), and any other documents or forms to be used in the proposed contracting procedure. Attach additional sheets asneeded.

Collective Platform is a subscription-based notification software service that leverages data from Collective Medical Technologies' Emergency Department Information Exchange (EDIE) system that is currently operating in Oregon. Collective Platform uses the EDIE data to provide real-time hospital event notifications to participating health organizations, such as health plans and providers (Users), for a predetermined panel of patients. Users define their patient panel by providing an eligibility file to the vendor, which is updated regularly. Once activated, Users are then able to view hospital utilization information for their patients through the Collective Platform web portal or integrated through an electronic health record system. Users may also customize alerts based on specific criteria or method of alert using Collective Platform.

DASPS will issue a public notice on ORPIN regarding approval of this Special Procurement (SP) 1145-19 that includes a process by which an affected person may protest. If no protests to the SP are received and sustained, DAS PS on behalf of OHA, will negotiate an amendment and extension to the Collective Medical Technologies Contract as described above.

11. Justification for use of Special Procurement: Describe the circumstances that justify the use of a Special Procurement. Attach relevant documentation.

- This program provides critical support for the Coordinated Care Organizations (CCOs) and Medicaid Care management contracts.

- The Centers for Medicare and Medicaid Services (CMS) relies on data from the ED information exchange and would likely not support a duplication of efforts should a new vendor be selected.

- CollectiveMedical Technologies'EmergencyDepartment InformationExchange(EDIE)system is currently operating in Oregon.

- Collective Platform uses the EDIE data to provide real-time hospital event notifications to participating health organizations.

- Users are then able to view hospital utilization information for their patients through the Collective Platform web portal or integrated through an electronic health record system

12. Findings to Satisfy the Required Standards: This proposed special procurement:

(a) will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because:

REQ-DASOBO-00015863 Page 7 of 11

The data agreements that Collective Medical Technologies has in place with every hospital in Oregon is the key to the real time notification services being effective. While the software may be replicated the access to the data could not.

(Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.); ;

and

(b)(i) will result in substantial cost savings to the contracting agency or to the public because:

Every hospital in Oregon is currently submitting data to, and using data from, CMT's EDIE system to receive real-time hospital event notifications for high utilizers of Emergency Department (ED) services. OHA has already expended resources to achieve and support statewide participation in EDIE by Oregon hospitals. Oregon has also already invested in Collective Platform to expand EDIE's real time notifications beyond just EDs. Vendors of other notification services would be highly unlikely to obtain agreement from hospitals to reproduce the data interfaces with Oregon hospitals needed to replace EDIE, and any new interfaces and implementation that could occur would lead to redundancy and extra expense.

A statewide Medicaid subscription to Collective Platform, expanded the EDIE service by providing real-time notifications to CCOs, fee-for-service care managers, long-term care and intellectual/developmental disability providers, tribal clinics and key behavioral health partners. Subscribing to Collective Platform maximizes the investment made in EDIE and maximizes the value of information contained within the EDIE database to improve coordination of Medicaid services across the continuum of care.

(Please provide the total estimate cost savings to be gained and the rationale for determining the cost savings.); or

(b)(ii) will otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with the requirements of ORS 279B.055, 279B.060, 279B.065, or 279B.070, or any rules adopted thereunder because:

NA

(Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.)

13. Optional Signature: The signature of the Agency Head or designee (e.g. Designated Procurement Officer) is not required on the Request submitted through ORPIN. Agency may also elect to attach a signed Request as a pdf in ORPIN or submit a hard-copy Request:

8/14/2019 2:14:29 PM

Name/Title Date

DAS Use Only:

Receive Date: 8/14/2019 2:14:29 PM DAS File #

PART B. The Procurement Policy Section of the Department of Administrative Services completes Part B.

SP-1145-19

STATUTORY AND RULE AUTHORITY:

ORS 279B.085(3) states the Director of the Department of Administrative Services may approve a special procurement if the Director finds that a written request submitted under ORS 279B.085(2) demonstrates that the use of a special procurement as described or an alternative procedure prescribed by the Director will:

(a) Be unlikely to encourage favoritism in the awarding of public contracts of to substantially diminish competition for public contracts; and

(b)(A) Result in substantial cost savings to the contracting agency or to the public; or

(B) Otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with requirements that are applicable under ORS 279B.055, 279B.060, 279B.065 or 279B.070 or under any rules adopted thereunder.

OAR 125-246-0170 delegates the authority of the Director to approve special procurements to the Chief Procurement Officer or delegate of the Procurement Policy Section, DAS. OAR 125-247-0285 through 125-247-0288 implement ORS 279B.085: Findings:

Conditions of Approval:

Approved:

DAS Form #17, 12/02/05 Control #: 2072602

Attachment 2

REQUEST FOR SPECIAL PROCUREMENT

(SP-1145-19) Amendment 1

Submit a Special Request to the Department of Administrative Services, Procurement Services through ORPIN using the "DAS Special Request Queue". The Agency Head or designee (e.g., Designated Procurement Officer) must authorize the Special Request before it is sent to DAS.

PART A. Requesting Agency must complete Items 1 through 13.

1. Requesting Agency Name: DAS Procurement Services

2. Date Of Request: 09/25/2020 3. Agency 6-digit Number:107090

4. Agency Contact Name: Nathan Ramos 5. Phone: 1 (971) 707-0016

6. Type Of Request: Class Special Procurement Contract-specific Special Procurement

7. Time Period Requested: From: 01/01/2020 To: 12/31/2021

8. Total Estimated Cost: 1859040

9. Supplies and/or Services or class of Supplies and/or Services to beAcquired:

Include the ability of Public Health Departments to push COVID-19 positive lab result notifications to the Emergency Department Information Exchange ("EDie"), for non-Medicaid and Medicaid beneficiaries.

10. Request, Background, and Proposed Contracting Procedure: Provide a description of what has been done in the past and the proposed procedure.

The Agency may, but is not required to, also include the following types of documents Notice/Advertising, Solicitation(s), Bid/Proposal Form(s), Contract Form(s), and any other documents or forms to be used in the proposed contracting procedure. Attach additional sheets asneeded.

EDie is a web-based platform that enables health care coordinators to better coordinate and manage patient care. This includes reducing emergency department utilization and after care services. EDie provides a critical link in the continued care coordination and health management of patients after a visit to their local emergency department.

On August 14, 2019 a Special Procurement was approved to extend the contract for an additional 1 year. In March of 2020 a Change Order for the inclusion of COVID-19 positive lab results were added.

For additional historical and background information see Attachment 1 Original SP-1145-19.

DASPS will issue a public notice on the Oregon Procurement Information Network (ORPIN) as required by OAR 125-248-0287 regarding approval if this Special Procurement Amendment No.

1 to SP-1145-19.

At the completion of the seven (7) day notice period, if no protests to the Special Procurement Amendment No. 1 are received and sustained, DASPS on behalf of OHA, will negotiate an amendment to the Collective Medical technologies Contract as described above.

11. Justification for use of Special Procurement: Describe the circumstances that justify the use of a Special Procurement. Attach relevant documentation.

This program provides critical support for the Coordinated Care Organizations ("CCO"s, Medicaid Care management contracts, and Medicaid-serving state programs.

The Centers for Medicare and Medicaid Services ("CMS") would likely not support, nor fund a duplication of efforts should a new platform be selected in order to broaden the scope of the Contract.

Collective Medical Technologies' Emergency Department Information Exchange system is the only health information exchange, hospital event notification operating in Oregon across all hospitals with emergency departments.

The Collective Platform supports care coordination across a continuum of critical Medicaid providers including primary care, behavioral health, dental and long-term services and supports.

12. Findings to Satisfy the Required Standards: This proposed specialprocurement:

(a) will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because:

The data agreements that Collective Medical Technologies has in place with every hospital in Oregon is the ley to real time notification services being effective. While the software may be replicated the access to the data could not. It is imperative that during a public health crisis such as COVID-19, that hospital emergency departments and other health care providers receive up to date and accurate data. The addition of non-Medicaid patient lab results will assist in ensuring the safety, integrity and quality of coordinated patient care.

(Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.); ;

and

(b)(i) will result in substantial cost savings to the contracting agency or to the public because:

Every hospital in Oregon is currently submitting data to and using data from Collective Medical's EDie system to receive real-time hospital event notifications including positive lab results for COVID-19 for both Medicare and non-Medicare beneficiaries. The Agency has already expended resources to achieve and support statewide participation in Edie by Oregon hospitals. Oregon also has a current contract with Collective Medical technology that does not expire until December 31, 2021.

(Please provide the total estimate cost savings to be gained and the rationale for determining the cost savings.); or

(b)(ii) will otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with the requirements of ORS 279B.055, 279B.060, 279B.065, or 279B.070, or any rules adopted thereunder because:

NA

(Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.)

13. Optional Signature: The signature of the Agency Head or designee (e.g. Designated Procurement Officer) is not required on the Request submitted through ORPIN. Agency may also elect to attach a signed Request as a pdf in ORPIN or submit a hard-copy Request:

10/9/2020 7:11:03 AM

Name/Title Date

DAS Use Only:

Receive Date: 10/9/2020 7:11:03 AM DAS File # SP-1145-19

Amendment 1

PART B. The Procurement Policy Section of the Department of Administrative Services completes Part B.

STATUTORY AND RULE AUTHORITY:

ORS 279B.085(3) states the Director of the Department of Administrative Services may approve a special procurement if the Director finds that a written request submitted under ORS 279B.085(2) demonstrates that the use of a special procurement as described or an alternative procedure prescribed by the Directorwill:

(a) Be unlikely to encourage favoritism in the awarding of public contracts of to substantially diminish competition for public contracts; and

(b)(A) Result in substantial cost savings to the contracting agency or to the public; or

(B) Otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with requirements that are applicable under ORS 279B.055, 279B.060, 279B.065 or 279B.070 or under any rules adopted thereunder.

OAR 125-246-0170 delegates the authority of the Director to approve special procurements to the Chief Procurement Officer or delegate of the Procurement Policy Section, DAS. OAR 125-247-0285 through 125-247- 0288 implement ORS 279B.085:

Findings:

Conditions of Approval:

Approved:

DAS Form #17, 12/02/05 Control #:

2149307 Master File: