ATTM 007 Q & A.pdf

ATTM 007 - Request for Proposal No. 5400024726 – BabyNet Integrated Early Intervention Case Management System Questions and Answers Quest # Page # Sub Section RFP Language Question SCDHHS Response 1 13 1.8 Case Management system must have the ability to transmit provider, recipient, service type, duration, units, and service delivery authorization data, in the form of prior authorizations as defined by 42 CFR § 414.234, to quality improvement organizations (QIOs) and/or managed care organizations (MCOs) designated by SCDHHS.

1) Can SCDHHS provide additional details on the file format(s) required to submit this information to QIOs/MCOs/SCDHHS

2) Will these all be X12 standard 278 files or will it require development of proprietary flat files?

1) Refer to provision 3.5.7. Prior authorizations have been identified as a future enhancement which will occur after the system has moved to operations. Design activities for the feature will occur in the future.

2) Offeror must provide a plan per B12.2 to perform this future enhancement and may describe its capabilities as part of that plan.

2 29 & 32 3.1.3

3.5.1

The objectives of the Implementation Portion of DDI Phase are:

To replace manual processes and data entry with automated processes and interfaces as needed and detailed in Section 3.5 SOLUTION

REQUIREMENTS

Maintain a system which must:

Assign data entry task(s) to workers for entry of referral data into Medicaid systems.

Can SCDHHS clarify the intake process for referrals?

Section 3.1.3 indicates that this will be automated via necessary interfaces while section 3.5.1 includes requirements to assign data entry tasks to workers.

Currently, referrals are received in an online portal and automatically transferred to a workflow management system. Information about children must be manually entered and/or updated in Curam and MMIS. They are then transferred to the Part C Data System via 834 transactions. Offeror should describe the automated processes and interfaces of the proposed replacement system.

Provision 3.1.3 outlines the objectives of the Implementation Portion of the DDI phase.

Provision 3.5.1 refers to the transfer of data from the BabyNet Data System to the SCDHHS eligibility systems for which there is no current interface available or planned.

3 31 3.5 Receive and display both Medicaid-eligible and IDEA Part C-only (PCAT 89) children daily for Case Management from SCDHHS benefit eligibility determination system, Cúram.

Can SCDHHS confirm if this is the same data that will be delivered using ASC X12 834 as detailed in 3.5.2?

Per the Future BabyNet Solution flowchart on page 10, Cúram data does not appear to be sent directly to the BabyNet solution.

Confirmed that this is the same data that will be delivered using ASC X12 834 as detailed in 3.5.2.

Provision 1.6 describes project background for agency goals and objectives for program and systems and should not be considered requirements. Background is provided to help Offerors understand agency intent.

4 32 3.5 Generate and distribute daily a Claiming file for services rendered to SCDHHS Claims adjudication system, the

Please confirm that the desire is to submit claims daily as well as receive a daily

Provision 3.3.3 identifies that claims, in the EDI X12 837 format, should align with the SCDHHS billing cycle. SCDHHS can accept claims on a more frequent basis via the EDI X12 837 format;

ATTM 007 - Request for Proposal No. 5400024726 – BabyNet Integrated Early Intervention Case Management System Questions and Answers

Medicaid Management Information System

(MMIS).

remittance from

MMIS.

Our understanding is that the MMIS only processes claims payment once per week.

however, the remittance advice will be provided weekly as per understanding.

The reference to daily for the remittance file in provision 3.5 is an error. See Amendment 2 for correction.

5 32 3.5 Receive a remittance file daily from MMIS and display relevant payment information in the Case Management system

1) SCDHHS currently submits 835 files on a weekly basis. Will these daily remittance files be different from the existing 835 process?

2) Can you confirm the transition method if these are not part of the weekly EDI processing?

The reference to daily for the remittance file in provision 3.5 is an error.

See Amendment 2 for correction.

6 32 3.5 Receive private insurance (also called other health insurance [OHI]) information from SCDHHS third-party liability (TPL) system and display relevant information in the Case Management system.

1) Can SCDHHS clarify the file type of the OHI information that will be sent to the BabyNet Solution by the TPL system?

2) Number 26 of the Future BabyNet Solution appears to have this information sent to the MMIS, which is then transmitted to the MES and later included in 834 Member Enrollment files. Is the intent to also have this information submitted directly from the TPL vendor?

1)The system will receive TPL information from SCDHHS systems as outlined in provision 3.5.2.

2) Provision 1.6 describes project background for agency goals and objectives for program and systems and should not be considered requirements. Background is provided to help Offerors understand agency intent.

ATTM 007 - Request for Proposal No. 5400024726 – BabyNet Integrated Early Intervention Case Management System Questions and Answers

7 39 3.5.12 Securely receive provider information from

SCDHHS data systems as needed in accordance with contractual security and privacy requirements.

Can SCDHHS share the type of file, the information that it will contain, and the frequency it will be sent?

Provider information from SCDHHS systems will be identified based on workflow and system requirements. At this time a file format has not been defined.

8 40 3.5.12 Manage provider networks for BabyNet service types/disciplines, taxonomies, agency affiliations, geographic areas served and billing/rendering provider associations.

Does SCDHHS desire GIS (or equivalent) reporting based on the requirement of geographic region data?

Geographic region is an indicator on a provider enrollment record. Offeror may propose GIS solutions if they desire; however, SCDHHS has not identified GIS requirements in this RFP.

9 Attachme nt 10

A recurring assessment of $2,000 per hour starting from 1 second beyond the identified RTO from the outage or previous assessment.

$200 per Critical priority ticket, per missed performance standard. $100 per High priority ticket, per missed performance standard. $75 per Medium priority ticket, per missed performance standard. $50 per Low priority ticket, per missed performance standard.

Can SCDHHS advise on how the liquidated damages amounts were calculated (i.e., how they cover the cost of failed deliveries)?

Liquidated damages are proportionate to the probable damage which would result from the specific failure or breach.

10 N/A N/A N/A Does SCDHHS anticipate making changes to current provider enrollment and management business processes as part of a new system implementation?

SCDHHS expects the system to streamline current processes to provide efficiencies while maintaining or enhancing functionality of those processes..

Please refer to provision 3.5.12 for provider enrollment requirements.

11 N/A N/A N/A Can SCDHHS provide a count of users, by role, in the current system?

While these numbers are of course subject to fluctuation, as of the end of February 2023, the counts of users were:

• 1005 Service Coordinators

• 106 Service Coordination Supervisors

• 26 District Administrators

• 60 State Administrators

• 5 State Viewers

• 2333 Rendering service providers

• 991 Provider Supervisors (599 Total Billing Providers/Agencies)

ATTM 007 - Request for Proposal No. 5400024726 – BabyNet Integrated Early Intervention Case Management System Questions and Answers

12 8 1.3 –

Introduction and Program Background

Can Client provide the total to be managed population and user base on the vendor platform.

See SCDHHS response to questions #11 and #13

13 8 1.3 – Introduction and Program Background

Can Client provide the number of lives to be managed by the platform at Go-Live.

The program is on track to receive 22,000 referrals for FFY 2022 (7/1/22-6/30/23). Approximately 30% are determined eligible. All referrals must be captured and maintained, regardless of eligibility determination.

The number of lives managed by the platform at Go-Live will depend on the implementation schedule.

14 8 1.3 – Introduction and Program Background

Can Client provide the number of users to be using the platform at Go-Live.

See SCDHHS response to question #11.

The number of users using the platform at Go-Live will depend on the implementation schedule.

15 27 3 SCOPE OF

WORK/SPECIFI

CATIONS

Can Client provide a list of the letters that the platform needs to have in the inventory awell as/ or the quantity if the list cannot be provided.

The request for “a list of letters” has been interpreted as “a list of forms”; therefore, please refer to https://msp.scdhhs.gov/babynet/site-page/babynet-forms for a list of forms currently managed by BabyNet for reference. This list is provided as an example, but is not intended to provide the exclusive list, or limit in any way, the information gathering mechanisms which may be a part of the Offeror’s proposed solution which provides a robust response to the requirements set forth in the RFP.

16 27 3 SCOPE OF

WORK/SPECIFI

CATIONS

Can Client provide a list of the assessments that the platform needs to have in the inventory as well as/or the quantity if the list cannot be provided.

The assessments currently used by service coordinators and included in the platform inventory are:

• The Carolina Curriculum for Infants and

Toddlers (3rd. edition)

• The Hawaii Early Learning Profile

• The Developmental Profile, 4th ed.

• Ages and Stages Questionnaire, 3rd ed.

• Ages and Stages Social Emotional This list may change throughout the life of the Contract.

17 27 3 SCOPE OF

WORK/SPECIFI

CATIONS

Can Client provide a list of the systems that the platform will be integrating or the

Data interfaces are defined throughout Section 3:

Scope of Work / Specifications. Any electronic transfers will occur between SCDHHS systems and the replacement BabyNet Data System.

https://msp.scdhhs.gov/babynet/site-page/babynet-forms https://msp.scdhhs.gov/babynet/site-page/babynet-forms

ATTM 007 - Request for Proposal No. 5400024726 – BabyNet Integrated Early Intervention Case Management System Questions and Answers quantity if a list cannot be provided.

18 27 3 SCOPE OF

WORK/SPECIFI

CATIONS

1) Have expected or desired implementation timelines been defined (Start, Go-Live)?

2) Are there any hard business objectives or business drivers that will help define implementation timelines, phasing, priorities?

1) No, Implementation phasing, and timelines will be defined during the planning phases of the implementation project based on business priorities and objectives available at that time.

2) See response 1 above.

19 27 3 SCOPE OF

WORK/SPECIFI

CATIONS

Can Client provide a list of the Reports that the platform needs to have in the inventory as well as/or the quantity if the list cannot be provided.

Summary of reports is listed in provision 3.5.11

20 90 7.42

OFFSHORE

CONTRACTIN

G PROHIBITED

(FEB 2015)

Knowing production PHI data is not to leave the Continental United States for any reason or circumstance; does Client have restriction on the inclusion of offshore Report Writers, System Configuration Analysts, Developers, Business Analysts and/or Quality Assurance Testers to be part of the implementation team?

Their work would be limited to lower environments only containing non PHI data only. If any roles are to be onshore only, please specify.

See Section 7B, provision 7.42.

ATTM 007 - Request for Proposal No. 5400024726 – BabyNet Integrated Early Intervention Case Management System Questions and Answers

21 51 3.18

TECHNICAL

REFERENCE

ARCHITECTUR

E

What is desired cloud hosting platform AWS or Azure?

The Offeror should propose hosting solutions that support the needs of their proposed replacement Data System.

22 27 3 SCOPE OF

WORK/SPECIFI

CATIONS

Is the Client looking for the Supplier to provide clinical content or to support configuration of the Client clinical content?

Or does Client have a relationship with MCG or InterQual for UM?

This question is not clear.

23 51 3.18

TECHNICAL

REFERENCE

ARCHITECTUR

E

What is the claims system that the desired system needs to integrate with?

The claims system referenced in the RFP is identified as the MMIS. This question is unclear as to which integration it refers.

24 27 3 SCOPE OF

WORK/SPECIFI

CATIONS

Can Client provide a list of the Care Plans that the platform needs to have in the inventory as well as/or the quantity if the list cannot be provided.

“Care Plan” is not a defined term in the RFP. This question is unclear.

25 51 3.18

TECHNICAL

REFERENCE

ARCHITECTUR

E

Can Client provide a list of the interfaces or integrations that the platform will be integrating with and whether they'll be batch or real time integrations.

Data interfaces are defined throughout Section 3:

Scope of Work / Specifications. It is expected that data interfaces will be primarily batch; however, real-time can be considered where appropriate.

ATTACHMENT

012 –

DEMONSTRAT

ION/ORAL

PRESENTATIO

N SCRIPT

1) Can the Client provide details as to what is required to be shown during bullet point 3 in this Attachment?

2) If those details are forthcoming will they be in an amendment?

1) See Section 2, Instructions, provision 2.37.

2) No additional details are forthcoming.

ATTM 007 - Request for Proposal No. 5400024726 – BabyNet Integrated Early Intervention Case Management System Questions and Answers

27 60 Section B2. – 2.4 “Offeror should propose the schedule and submit a high-level project plan for all Contract Phases including dates for Milestones and Deliverables.

The Offeror should provide a start date for their first day of working on the Solution when developing their project plan.”

What is the desired document format of the Project Plan to be drafted?

Microsoft Project mpp file, pdf file or Orchestra Planisware file.

28 60 Section B2. – 2.6 “Offeror should provide an overview of the strategy used to structure major activities and Milestones.”

Does the Client acknowledge that Milestones have not been formally made aware because a formal requirements gathering period has not occurred, so any provided Milestones at this time would be for estimation purposes only?

Can the Client clarify or provide the Milestones or acknowledge that any vendor provided Milestones are for estimation purposes only?

1) and 2) SCDHHS acknowledges the milestones in the initial proposal are for estimation purposes only.

29 12 1.7 A portion of this solicitation package, outlined in the Consolidated Deliverables Management List (CDML), is the Contractor’s inclusion of a Systems Engineering Management Plan

(SEMP).

Will the State supply the SEMP portion of the CDML?

The SEMP is to be developed by the Contractor with SME support from the State as necessary after award.

30 68 Section D4 Penalties and Damages Asserted

D4.1 Offeror should describe any damages, penalties, or credits issued individually in excess of one hundred thousand dollars ($100,000.00) that it or its majority-owned subsidiaries have paid, or which have been asserted against it or such subsidiaries, in the last five (5) years with respect to the contracts listed.

D4.2 Each description shall include the date of the underlying Claim and shall cross-reference to a listed contract.

D4.3 Offeror should describe the circumstances of the Claim and how it may have rectified the

Will the State provide a requirement for D4.4?

D4.4 was skipped in the numbering. There is no D4.4.

ATTM 007 - Request for Proposal No. 5400024726 – BabyNet Integrated Early Intervention Case Management System Questions and Answers situation that caused the Claim of the damages and/or penalties.

D4.5 Offeror should include a list of all failed projects, suspensions, debarments, and significant litigation.

D4.6 In this section, Contractor should also provide information concerning any lawsuits its organization has been involved in within the last five (5) years. Provide a general narrative of the subject, the parties involved, the geographical location, and the current status of each suit.

31 72 5.2 Experience in implementing and maintaining Case Management systems for IDEA Part C programs in a production environment to include regulatory and federal reporting requirements for a minimum of (3) years.

To meet the minimum of three (3) years, can the Case Management system be implemented in any regulatory or Federal environment?

Refer to Section 5, provision 5.2, “Experience in maintaining Case Management systems for IDEA Part C programs”… Experience must include IDEA Part C programs.

32 31 3.5 SOLUTION

REQUIREMEN

TS

• Receive and display both Medicaid-eligible and IDEA Part C-only (PCAT 89) children daily for Case Management from SCDHHS benefit eligibility determination system, Cúram.

1) What is the expected use of this data?

2) Is it expected that this will be an API?

3) What is the data file type that exists today?

4) Is this standards-based?

For questions 1), 2), 3), and 4) see Section 3, provision 3.5.2 for data interface requirements for this information.

33 31 3.5 SOLUTION

REQUIREMEN

TS

• Receive and display child membership in a Medicaid Managed Care Organization (MCO) plan and include plan eligibility time spans.

1) Is it expected that this will be an API?

2) What is the data file type that exists today?

3) Is this standards-based?

Please see response to question 32.

34 32 3.5 SOLUTION

REQUIREMEN

TS

• Receive private insurance (also called other health insurance [OHI]) information from SCDHHS third-party liability (TPL) system and display relevant information in the Case Management system.

1) Are API's needed with 3rd party liability (TPL) system?

2) What is the data file type that exists today?

3) Is this standards-based?

Please see response to question 32.

35 32 3.5 SOLUTION

REQUIREMEN

TS

• Generate and distribute daily a Claiming file for services rendered to SCDHHS Claims adjudication system, the Medicaid Management Information System (MMIS).

1) What is the data file type that exists today?

2) Is this standards-based?

For questions 1) and 2) see Section 3, provision

3.3.3 for data interface requirements for this information.

ATTM 007 - Request for Proposal No. 5400024726 – BabyNet Integrated Early Intervention Case Management System Questions and Answers

36 32 3.5 SOLUTION

REQUIREMEN

TS

• Receive a remittance file daily from MMIS and display relevant payment information in the Case Management system.

1) What is the data file type that exists today?

2) Is this standards-based?

For questions 1) and 2) see Section 3, provision

37 32 3.5 SOLUTION

REQUIREMEN

TS

• Establish and maintain traceability of each Claim from the IFSP through an electronic claim status received from SCDHHS for auditing and compliance purposes.

1) What is the data file type that exists today?

2) Is this standards-based?

For questions 1) and 2) see Section 3, provision

38 32 3.5 SOLUTION

REQUIREMEN

TS

• Deliver daily extracts of the Case Management system database to SCDHHS for analysis.

1) How is it expected that these be delivered to SCDHHS?

2) What is the data file type that exists today?

3) Is this standards-based?

1) Offeror may propose methods of data delivery that correspond with the capabilities of their system.

2)Current data file is XML-based; however, XML is not an identified requirement.

3) See Section 3, provision 3.3.3.

39 33 3.5.1 Parent Guardian and Professional Referral o Ingest child demographic, parent/guardian demographic, and referral information from other SCDHHS systems.

1) Are API's needed?

2) If API's are needed, how many external sources and interfaces?

3) What format?

4) Does the format vary?

This data will be delivered using ASC X12 834 as detailed in Section 3, provision 3.5.2.

40 33 3.5.1 Parent Guardian and Professional Referral o Provide the ability for all users to search across the State for existing children using unique (e.g., Medicaid ID number, SCDHHS number if the child is not Medicaid eligible, system ID) and non-unique identifiers (e.g., first name, last name, date of birth, parent name).

Please clarify the intention of this functionality.

The intention of this functionality is for all users, with appropriate rights, to be able to search for information on any existing child in the system.

41 33 3.5.1 Parent Guardian and Professional Referral o Record and maintain services for children provided prior to program enrollment.

Please clarify the intention of this functionality.

The system should have a place to record any services the child was already receiving before becoming BabyNet eligible.

42 33 3.5.1 Parent Guardian and Professional Referral o Provide the ability for exit information to be shared with other SCDHHS data systems

1) Please clarify what other data systems.

Are they noted on the to-be diagram?

2) Is it expected that this will be an API?

3) What is the data file type that exists today?

4) Is this standards-based?

1), and 2) Currently, exit information is being shared through data extracts.

3) and 4) Current data file is XML-based;

however, XML is not an identified requirement.

ATTM 007 - Request for Proposal No. 5400024726 – BabyNet Integrated Early Intervention Case Management System Questions and Answers

43 34 3.5.2 Benefit

Enrollment and Maintenance File Requirement (See PL012 ASC X12 834 Data Mapping)

The Contractor must:

• Automatically ingest and process updates to the system table using a regularly delivered file (current standard is monthly) of all possible carrier code and carrier description information.

1) Please clarify what format is this data in?

2) One source or multiple sources?

1) and 2) - The ASC X12 834 file is used to transmit this data.

44 34 3.5.3 Intake and Orientation

• Allow the intake and ongoing service coordinators to authorize certain services, such as, service coordination, evaluations, assessments, IFSP team meetings, transportation, and interpreting prior to the initial IFSP.

1) Confirm what “to authorize” means in this context?

2) How is authorization done if there is not an

IFSP?

1) Currently, the services listed in this bullet can be provided prior to an IFSP being completed.

The providers must be able to enter service notes for these services prior to a complete IFSP.

2) Replacement system must allow these services to be authorized prior to completion of the IFSP.

45 35 3.5.5 Eligibility Determination

• Automatically notify parents of transfer information (date/time of transfer)

What type of notification are you desiring?

Workflow notifications must be available at any step change in the workflow process. Offeror should respond with their system capabilities available for notification.

46 35 3.5.6 Initial Assessment

• Include a specific scoring template for each assessment tool.

1) Please describe the assessment tools?

2) Are any calculations expected?

3) Are there any punchout to the assessment source sites expected?

1)The assessments currently used by SCDHHS service coordinators are:

• The Carolina Curriculum for Infants and

Toddlers (3rd. edition)

• The Hawaii Early Learning Profile

• The Developmental Profile, 4th ed.

• Ages and Stages Questionnaire, 3rd ed.

• Ages and Stages Social Emotional

2) No calculations are planned; however, the Offeror should describe their system’s ability to make calculations.

3) No

47 36 3.5.7 Initial Individual Family Service Plan (IFSP)

• Ensure the services section includes the following:

o A record of how services are connected to IFSP outcomes.

1) Local providers and systems may have EMR/EHRs that capture some or all of the information for their IFSPs and services. Does the State want to allow those providers to submit data from the EMRs into BabyNet?

There are no current requirements for the system to receive data from external EMR systems.

ATTM 007 - Request for Proposal No. 5400024726 – BabyNet Integrated Early Intervention Case Management System Questions and Answers

2) If so, does the State want those providers to be able to connect their EMRs via APIs to BabyNet?

3) Or will file uploads be sufficient?

48 36 3.5.7 Initial Individual Family Service Plan (IFSP)

The Contractor shall have the ability to provide future enhancements via subsequent SCDHHS approved iterations to:

• Document prior authorizations by transmitting prior authorization data, using provider data and authorized services from the IFSP, to SCDHHS’ Claim adjudication system (MMIS).

Would the State please clarify if the targeted BabyNet system should track claims beyond those to MMIS and payor-of-last-resort, such as capturing all private insurance claim details?

SCDHHS requires providers to record claim information from private insurance claims sufficient to properly create a claim to submit to the MMIS that includes that information.

49 36 3.5.7 Initial Individual Family Service Plan (IFSP) o If Medicaid eligibility changes, the service coordinator must be notified and must prompt a change review.

What is a change review in this context?

Please see provision 3.5.8, Periodic IFSP Review, for requirements regarding change reviews intended to implement 32 CFR 303.342.

50 36 3.5.7 Initial Individual Family Service Plan (IFSP) o A record of services that have been identified as a need, but no provider is available to serve the child.

1) Could you describe how is this handled today?

2) What happens to a child with identified service needs, but no provider?

3) What happens if a provider becomes available?

1) The current system allows BabyNet to indicate there is no provider available for a service until such time as a provider becomes available.

2) If there is no provider available for an indicated service, that service is not provided to the child until a provider becomes available.

3) When a provider becomes available, the IFSP is revised to indicate that a provider became available, and services are then able to be provided.

51 36 3.5.7 Initial Individual Family Service Plan (IFSP) o If transferred to ongoing service coordination from eligibility in a timely manner (within twenty-five (25) days of referral date), timelines drive initial IFSP late reasons.

What is the desired outcome of requested function, could you clarify?

The initial IFSP must be completed within 45 days. There are two steps in the workflow that drive this timeline: the intake coordination and service coordination through the completion of the initial IFSP. The system should be able to track the initial IFSP timeline through these two workflow steps and allow for an indication of either step as a reason for a late IFSP should that happen.

ATTM 007 - Request for Proposal No. 5400024726 – BabyNet Integrated Early Intervention Case Management System Questions and Answers

52 36 3.5.7 Initial

Individual Family Service Plan (IFSP)

• Document prior authorizations by transmitting prior authorization data, using provider data and authorized services from the IFSP, to SCDHHS’ Claim adjudication system (MMIS).

What is the current format of data for these?

Current data format for the prior authorization interface is proprietary.

53 36 3.5.8 Periodic IFSP Review o If Medicaid eligibility changes, the service coordinator must be notified and must prompt a change review.

Please clarify what is a change review in this context?

See response to question 49

54 36 3.5.8 Periodic IFSP Review o A record of services that have been identified as a need, but no provider is available to serve the child.

1) Could you describe how is this handled today?

2) What happens to a child with identified service needs, but no provider?

3) What happens if a provider becomes available?

See response to question 50.

55 37 3.5.9 Annual

IFSP

o If Medicaid eligibility changes, the service coordinator must be notified and must prompt a change review.

Please clarify what is a change review in this context?

See response to question 49.

56 37 3.5.9 Annual

IFSP

o A record of services that have been identified as a need, but no provider is available to serve the child.

1) Could you describe how is this handled today?

2) What happens to a child with identified service needs, but no provider?

3) What happens if a provider becomes available?

See response to question 50.

57 39 3.5.11 Reports and Alerts

• Provide electronic, automatic data extracts to SCDHHS for all IDEA Part C system data for external analysis.

Could you clarify what is the format and how many are needed?

Offeror may propose methods of data delivery that correspond with the capabilities of their system.

58 39 3.5.12 Provider Network Management

• Securely receive provider information from SCDHHS data systems as needed in accordance with contractual security and privacy requirements.

Could you clarify what format is this in?

One source or multiple sources?

Provider information from SCDHHS systems will be identified based on workflow and system requirements. At this time a file format has not been defined.

59 40 3.5.13 Payment Management o Cost calculation and scenarios applicable Please describe what are the scenarios?

The system shall calculate the amount billed based on the standard calculations for Early Intervention (EI) services.

The system shall collect a billed amount from providers for professional services.

ATTM 007 - Request for Proposal No. 5400024726 – BabyNet Integrated Early Intervention Case Management System Questions and Answers

The system shall calculate an amount billed, in a report, for certain identified services that are not billed via claims (e.g., Foreign Language Translation)

60 12 1.7 General Question Please provide a full list and definition of available interfaces (e.g., ICDs, APIs, SOAP, and Restful) and master indexes (e.g., Master Client Index, Master Person Index, etc.) in the MES Core solution.

Please provide a list of interfaces that BabyNet will be required to have with the MES Core.

Provision 1.7 describes project background for agency goals and objectives for program and systems and should not be considered requirements. Background is provided to help Offerors understand agency intent.

Interfaces required to be available with the proposed system are found in Section 3: Scope of Work/Specifications.

61 12 1.7 General Question Do we need to expose any of the APIs on the MES Core?

See response to question60

62 12 1.7 General Question Who in SC is responsible for the MES Core development, maintenance, etc., so the BabyNet vendor knows where its responsibility begins and ends, and where MES takes over?

The Contractor is not responsible for MES Core development.

63 12 1.7 General Question

1) How will the BabyNet provider portal interact with the MCCS provider enrollment portal?

2) Will the BabyNet vendor be responsible for managing provider enrollment into the BabyNet program?

1) There will be no system-based interaction with the MCCS portal or SCDHHS provider enrollment process.

2) See provider enrollment requirements in provision 3.5.12.

64 12 1.7 General Question

Will the BabyNet be integrated into the State’s CURAM or

No, there are no current interfaces available or planned directly with SCDHHS eligibility systems.

ATTM 007 - Request for Proposal No. 5400024726 – BabyNet Integrated Early Intervention Case Management System Questions and Answers

Workflow Pro system or will this require manual data entry?

65 12 1.7 General Question

What are the expected business process steps for provider enrollment?

Currently, providers must upload several completed documents to an internal portal for SCDHHS staff to review. The process is tracked manually, and notification of approval/disapproval is issued manually.

66 12 1.7 General Question

Who will perform provider revalidation and what system will be responsible for tracking this?

Medicaid provider revalidation as required by 42 CFR § 455.414. Revalidation of enrollment will not be managed through the IDEA Part C system.

Offeror may propose a solution for the BabyNet provider renewal process.

67 12 1.7 General Question

Please provide available documentation for the MCCS iFlow solution to assist vendors in determining the technology integration approach and ability to align capabilities and experience of the provider enrollment workflow.

SCDHHS is not aware of any requirements associated with iFlow in Section 3: Scope of Work/Specifications.

68 8 1.1/3.1.5 1.1 The primary objective of this Request for Proposal (RFP) is to seek a Software-as-a- Service (SaaS) or Commercial Off the Shelf (COTS) solution and support services for BabyNet, administered by SCDHHS for the State of South Carolina

3.1.5 The Contractor must fulfill the following

Turnover Phase requirements:

• Knowledge transfer.

• Conversion or migration of all work in progress.

• Transfer of all documentation required for the operation or maintenance of the system and business operations procedures as well as post-transfer technical assistance.

• Transition of the BabyNet application(s) to infrastructure provided by the Successor Vendor, including the disaster recovery application(s)

In Section 1.1, the State is seeking a COTS/SaaS solution.

Section. 3.1.5 is asking the service provider to turn over said intellectual property to another service provider. Please clarify: Is it the State’s expectation that the service provider who is awarded this contract will be expected to turn over their COTS/SaaS solution to the successor?

See Amendment 2, Section 7C, provision 7.62.

ATTM 007 - Request for Proposal No. 5400024726 – BabyNet Integrated Early Intervention Case Management System Questions and Answers and infrastructure, with minimal downtime resulting from the transition activities.

• Successfully turnover of all hosting, infrastructure, operations, maintenance, reporting, enhancement, and other activities performed by the Contractor to the Successor Vendor.

69 12 1.7 At this time, it is not known precisely when the integration services to be supported by this RFP will migrate to the IP. Existing data interfaces will be considered for integration via the IP;

however, it may be necessary to continue to use the existing interface solutions, to reduce the project DDI effort and complexity. Over time it is expected the Contractor will migrate all identified data interfaces to use the IP unless there is a solid business or technical reason why this should not occur. During the Contract term, SCDHHS will also be changing, enhancing, and replacing subsystems that may require modifications to this solution’s interaction with existing IP data domains.

a) Please provide a comprehensive list and timeframe of planned and current data exchanges and definitions to support BabyNet in the MES Core and in the legacy integration approach in the PL (i.e., Integration Control Documents).

b) Should vendors price for these integrations or would these be handled by a change order?

c) Does the State currently have an SSO implementation that vendors would be required to use?

If yes, please provide documentation related to this.

a) Provision 1.7 describes project background for agency goals and objectives for program and systems and should not be considered requirements. Background is provided to help Offerors understand agency intent.

Interfaces required to be available with the proposed system are found in Section 3: Scope of Work/Specifications.

b) See Section 8, Bidding Schedule/Price Proposal

c) Requirements for the proposed system are found in Section 3, Scope of Work/Specifications.

70 24 4.2.2 (Not a correct citation.

This may reference section 1.5)

Applications Enabling the existing Systems Solution The diagram below summarizes the existing systems solution, along with the enabling application components, services and interfaces.

1) What is the technology stack of the MES Core?

2) How is the functionality of SAM Hub envisioned in the new architecture?

1) Interfaces required to be available with the proposed system are found in Section 3: Scope of Work/Specifications.

2)Offeror’s system will interface data files with an SCDHHS system to satisfy the requirements of those interfaces.

71 30 3.1.5 Transition of the BabyNet application(s) to infrastructure provided by the Successor Vendor, If a vendor offers a Software-as-a-Service

Yes, See Amendment 2, Section 7C, provision 7.62.

ATTM 007 - Request for Proposal No. 5400024726 – BabyNet Integrated Early Intervention Case Management System Questions and Answers including the disaster recovery application(s) and infrastructure, with minimal downtime resulting from the transition activities.

(SaaS) solution, should the transition be only for the data, not BabyNet applications (data system)?

72 31 3.3.3 Providers will submit Service Notes to the BabyNet solution. This solution must convert these Service Notes to 837 P/I transactions for submission to the State’s MMIS.

Does BabyNet solution need 837I claim file?

If yes, please give some examples.

Yes, in certain circumstances BabyNet will authorize an institutional provider, such as a hospital, to deliver services. Such services are filed on 837I claims.

73 32 3.5.1 • Automatically close record on the eighth day after closure requested.

• Assign data entry task(s) to workers for entry of referral data into Medicaid systems.

• Assign data update task(s) to workers for updating eligibility information in Medicaid systems upon eligibility determination.

• Assign data update task(s) to workers for updating eligibility information in Medicaid systems upon child exit from the BabyNet program.

• Assign data update tasks(s) automatically based on current referral/enrollment status when member management information is out of alignment with IDEA Part C data system information.

Could you please give more details on these requirements?

Question is not clear regarding what additional details are being requested.

74 33 3.5.1 Upload and store electronic documents related to child’s referral submitted by parents, professionals, and authorized system users.

1) What are the expected file formats of the uploaded documents?

2) What’s the State’s retention policy for electronic documents?

1) See provision 3.5.1 for file format list. In addition to the listed types, SCDHHS will be expecting to accept common documentation formats such as .pdf.

2) 6 years

75 33 3.5.1 Accept and store industry standard electronic signatures for IDEA Part C forms.

1) Do you expect that the new system will integrate with a third-party e-signature solution such as DocuSign or Adobe Sign and store the signed document?

Offeror may propose e-Signature solutions that meet the capabilities of the proposed system.

Offeror should be aware that SCDHHS expects to collect e-Signatures from people that will not have direct login capabilities to the system, such as parents.

ATTM 007 - Request for Proposal No. 5400024726 – BabyNet Integrated Early Intervention Case Management System Questions and Answers

2) Or do you expect the new system to create a native electronic signature function?

76 33 3.51 Automatically send intake notifications to families via their preferred method of delivery (including secured email/text or hard mail).

If it is hard mail, will it be the State’s responsibility to handle it?

Hard mail will be SCDHHS’s responsibility.

77 35 3.5.5 Provide a secure messaging platform for messaging and secure email capable of supporting secured attachments between entities.

Platform must be implemented within the Case Management solution in such a way that secure links are delivered when messages are waiting for recipients, and recipients will browse to the platform using Secure Socket Layer (SSL) encryption. Messages must have the ability to be attached to medical records for appropriate user roles.

1) If the new solution can provide secure messaging function with file attachment functionality within the system, will that satisfy your requirements?

2) If the functionality to have an email capable of supporting secured attachments between entities is needed, could you please explain how this might be accomplished and at the same time how to guard the security and privacy for PII and PHI data with variety of email account types?

SCDHHS’s desire is for medical records to remain in the Case Management solution and not be distributed as attachments. There must be a secure method for recipients to be able to retrieve those records, such as a Secure Socket Layer (SSL) connection.

78 32

3.5.1 3.5.6

The Contractor must: … Do you mean “The System must” instead of “The Contractor must” here?

See Amendment 2, provisions 3.5.1, 3.5.2, 3.5.5 and 3.5.6

79 39 3.5.11 Notify service coordinators when no service logs have been entered for a child in forty-five (45) days.

Is this for tracking 45-day timeline from referral to initial IFSP?

Or is this for tracking timely delivery of service within 30 days?

This is referring to tracking of open files that may need to be reviewed due to inactivity.

80 58 4.1.2 Proposal Structure Which section in the proposal do you want us to respond to the Section 3 Scope of Work?

The Offeror should respond to Section 4 A, B, C, and D. Section 3 from the SOW is captured in provision 4.1.3 B1 to B17. Offeror should review Section 4 in its entirety.

ATTM 007 - Request for Proposal No. 5400024726 – BabyNet Integrated Early Intervention Case Management System Questions and Answers

81 61 4.1.3 • B5.1 Offeror must provide a draft

Technical Architecture and System Design Document (TASD)/Architectural Diagrams.

• B5.2 Offeror should describe their ability to integrate with the federated identity standards as described in the SCDHHS

TRA.

• B5.5 Offeror must provide a draft Technical Architecture and System Design Document (TASD)/Architectural Diagrams.

• B5.11 Offeror should describe their ability to integrate with the federated identity standards as described in the

SCDHHS TRA.

B5.1 and B5.5 are the duplicate items. B5.2 and B5.11 are very similar. Do you want to remove one of them?

See Amendment 2, Section 4, B5, provisions B5.5 and B5.11 are deleted.

82 62 4.1.3 • B8.1 Offeror should describe the methods for authentication and access management to the solution.

• B8.3 Offeror should describe client access requirements for their solution for both SCDHHS and external consumers of the hosted solution where applicable, including any client access software and licensing requirements.

• B8.4 Offeror should describe how aligns with security and privacy controls as identified in Section 3.19 SECURITY AND PRIVACY.

1) B8.1 is similar to B8.4. Do you want to merge them?

2) B8.3 is equal to B7.7. Do you want to remove one?

See Amendment 2, Section 4, provisions B8.1 and B8.3 are deleted.

83 64 4.1.3 • B14.4 Offeror should provide the methods and artifacts needed to document the system and operations architecture and design accurately and adequately with respect to its Offer, and how they will maintain this documentation for the term of the Contract.

• B14.6 Offeror should provide the technical processes, methods and artifacts needed to document the system and operations architecture and design accurately and adequately with respect to its Offer, and how they will maintain this documentation for the term of the Contract.

B14.4 is very similar to B14.6. Do you want to merge them?

See Amendment 2, Section 4, provision B14.4. is deleted.

84 66 4.1.3 In addition, Offeror should submit the following information for purposes of evaluation, exerted from Section 5 QUALIFICIATIONS:

Looks like these belongs to Section D2 Relevant Experience

See Amendment 2, Section 4, provisions C3.8 to C3.11 have been moved to provisions D2.8 to D2.11.

ATTM 007 - Request for Proposal No. 5400024726 – BabyNet Integrated Early Intervention Case Management System Questions and Answers

• C3.8 A response to Section 5.1

QUALIFICATIONS – OF OFFEROR

• C3.9 A response to Section 5.2

QUALIFICATIONS – SPECIAL STANDARDS

OF RESPONSIBILITY

• C3.10 A response to Section 5.3

QUALIFICATIONS – REQUIRED

INFORMATION

• C3.11 A response to Section 5.4

SUBCONTRACT – IDENTIFICATION

and References. Is that right?