BPM006702_Solicitation_Requirements.pdf

Request for Proposal under A.R.S. § 41-2534

Notice Page

Arizona Department of Administration State Procurement Office 1802 W. Jackson, #100

Phoenix, AZ 85007

Solicitation Requirements | Revision No. 8 | Revised 03-24 | Page 1 of 81

Solicitation Number: BPM006702

Description: Comprehensive Health Platform / Wellness Portal

Solicitation Due Date and Time: Thursday, April 10, 2025 at 2:00pm

Pre-Offer Conference: BPM006702 Comprehensive Health Platform / Wellness Portal - Pre-Offer Conference Monday, March 31 · 1:00 – 2:00pm Time zone: America/Phoenix

Google Meet joining info Video call link: https://meet.google.com/iih-pxdk-ndw Or dial: 8720-547-(US) +1 857 PIN: 906 994 160# More phone numbers: https://tel.meet/iih-pxdk-ndw?pin=8301072414120

Proposals will only be accepted online in the “State’s eProcurement System”, Arizona Procurement Portal (APP), at https://app.az.gov until the “Bid/Offer Due Date” indicated in the “State’s eProcurement System” for the Solicitation No. shown at the top of this page. Proposals must be in the State Procurement Office’s possession online no later than that deadline.

Submit technical inquiries about navigating and/or submitting proposals in the State’s eProcurement System to the State’s eProcurement System Help Desk by phone at (602) 542-7600, option 2; or by email to app@azdoa.gov.

LATE PROPOSALS WILL NOT BE CONSIDERED. No extension or grace period will be given for delays or incomplete proposals caused by internet connectivity problems, file uploading difficulties, or misunderstanding of the requirements or procedures for online submission in the “State’s eProcurement System”.

It is the responsibility of the Prospective Offeror to routinely check the APP website for Solicitation Amendments. Additional instructions for preparing an Offer are included in this solicitation.

Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the Solicitation contact person. Requests shall be made as early as possible to allow time to arrange for the accommodation.

https://app.az.gov/ https://app.az.gov/ mailto:app@azdoa.gov

Table of Contents Request for Proposal under A.R.S. § 41-2534

Solicitation No. BPM006702 Comprehensive Health Platform / Wellness Portal

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 2 of 81

Click here to return to the Table of Contents

Notice Page

Table of Contents

Solicitation Summary 3

Scope of Work 5

Special Terms and Conditions 18

Addendum A to the Special Terms and Conditions 53

Addendum B to the Special Terms and Conditions 59

Uniform Terms and Conditions 10.5 64

Exhibit A 81

Solicitation Summary

Solicitation No. BPM006702 Comprehensive Health Platform / Wellness Portal

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 3 of 81

Solicitation Summary

1. What is the State Soliciting?

The Arizona Department of Administration, State Procurement Office (the State), as authorized under A.R.S. § 41-2501 et seq. is seeking to establish one or more mandatory statewide to provide a Comprehensive Health Platform / Wellness Portal.

The State anticipates awarding contract(s) with the intent to secure service coverage statewide.

Whether or not it actually enters into any contracts, how many contracts it enters into, and how the work is awarded between those contracts are all at the State’s discretion. Furthermore, the State will use any awarded contracts on an as-needed basis, with no guarantee as to its actual spending under them.

The State reserves the right to accept any item or combination of items specified in the Solicitation, unless the Offeror expressly restricts an item or combination of items in its Offer, and conditions its response on receiving all items for which it provided a proposal. In the event of such restriction, the State will evaluate if an award on such a basis will result in the best value and is in the best interest for the State. The State may otherwise determine, at its sole discretion, that such restriction is non-responsive and deem the Offeror ineligible for further evaluation.

2. What is in the Solicitation?

2.1. At the time of publication, the following documents are included in the Solicitation:

2.1.1. Attachment: BPM006702 Solicitation Requirements

2.1.1.1. Notice / Cover Page

2.1.1.2. Table of Contents

2.1.1.3. Solicitation Summary

2.1.1.4. Scope of Work

2.1.1.5. Special Terms and Conditions

2.1.1.6. Addendum A to the Special Terms and Conditions

2.1.1.7. Addendum B to the Special Terms and Conditions

2.1.1.8. Uniform Terms and Conditions

2.1.1.9. Exhibits (if applicable)

2.1.2. Attachment: BPM006702 Solicitation Instructions

2.1.2.1. Special Instructions to Offerors

2.1.2.2. Standard Instructions to Offerors (RFP)

2.1.3. Solicitation Attachments

2.1.3.1. Offer and Acceptance

2.1.3.2. Boycott of Israel Disclosure

Solicitation Summary

Solicitation No. BPM006702 Comprehensive Health Platform / Wellness Portal

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 4 of 81

2.1.3.3. Forced Labor of Ethnic Uyghurs Ban

2.1.3.4. Confidential Information Designation

○ Confidential Information Designation (for reference only)

2.1.3.5. Conformance Statements and Exceptions Requests

2.1.3.6. Key Personnel

2.1.3.7. Letter of Insurability

2.1.3.8. Organization Profile

2.1.3.9. Proposed Subcontractors

2.1.3.10. Experience and Capacity Response

2.1.3.11. References

2.1.3.12. Method of Approach

2.1.3.13. AZ Baseline Infrastructure Security Controls

2.1.3.14. Prerequisite Assessment of Arizona Baseline Infrastructure

Security Controls

2.2. The State may issue a Solicitation Amendment at any time after Solicitation publication and before the Offer due date. It is the responsibility of the Prospective Offeror to routinely check the APP website for any Solicitation Amendments and revised documents.

Special Terms and Conditions

Solicitation No. BPM006702 Comprehensive Health Platform / Wellness Portal

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 5 of 81

Scope of Work

Scope of Work

1.0 Purpose and Background

1.1 The Arizona Department of Administration, State Procurement Office Division on behalf of the State of Arizona (hereinafter referred to as the "State") is responsible for administering the Comprehensive Health Platform / Wellness Portal (hereinafter the "Program") for use by its eligible active State and University employees, and their eligible dependents (hereinafter referred to as “Member” or “member”).

1.2 Through this Solicitation, the State seeks to establish a contract with a vendor that has an established wellness presence, user-friendly technology, and reporting capabilities and demonstrates a commitment to member engagement and participation that will allow eligible members access to a program that includes:

1.2.1 A health assessment;

1.2.2 Single sign-on (SSO)

1.2.3 Lifestyle management and condition support digital health programs;

1.2.4 Connections with wearable devices;

1.2.5 Short message service (SMS) messaging;

1.2.6 An individualized rewards/incentive program;

1.2.7 A web portal containing health resources, tools, and tracking;

1.2.8 Health challenges and gamification.

1.2.9 Social group connectivity

1.3 Currently, the State offers a web-based wellness platform as the foundation for the program through Personify Health, under Contract No. CTRX052905, and has administered the program since April 2021. The State has provided a health assessment, health management /coaching, and incentive program as part of the Benefit Options Wellness program since 2014. There have been over 22,200 Health Impact Program registrations since launch with 8,300 employees actively engaged in the program.

1.4 The intent of ADOA is to award services of the new Contract for Plan Year 2026 with sufficient time to implement the Contract prior to the January 1, 2026 start date.

2.0 Eligibility

2.1 All eligibility is determined by ADOA, pursuant to A.R.S. § 38-651, A.R.S. § 38-

651.01, A.R.S. § 38-671, A.R.S. § 38-782, and Arizona Administrative Code R2- 6-301. Eligibility will also conform to Federal regulations, including 26 US Code 125, Internal Revenue Code of 1986, the Patient Protection and Affordable Care Act (ACA), the Consolidated Omnibus Budget Reconciliation Act (COBRA), the Family Medical Leave Act (FMLA), Medicare, Medicaid, and the Uniformed Services Employment and Reemployment Rights Act (USERRA). ADOA shall be the final authority in deciding participants' eligibility.

2.2 Contractor shall provide access, programs, and services provided herein as a result of this Solicitation as a voluntary benefit for all eligible members.

Solicitation No. BPM006702 Comprehensive Health Platform / Wellness Portal

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 6 of 81

Participation is strictly 100% voluntary and will be utilized at the members' sole discretion. There shall be no minimum enrollment requirements

2.3 Approximately 72,000 active employees shall have access to the Health Platform.

Exhibit—Census Data details the estimated number of eligible population.

3.0 General Requirements

3.1 Contractor shall, at no additional cost, collaborate directly with ADOA and other

ADOA contracted vendors upon the request of ADOA. This may include the following:

3.1.1 Partnering with ADOA to communicate, develop, and support rewards/incentive programs;

3.1.2 Partnering with ADOA contracted vendors to cultivate and promote wellness health education.

3.2 Contractor shall provide an internet-based wellness program with access to web tools and resources, a health assessment, and online health programs. Members shall access the programs from any computer or mobile app download, 24 hours a day and 7 days a week using a secure login.

3.3 Contractor shall allow members to create an online profile with a unique username and password.

3.4 Contractor shall meet ADOA’s requirements for verification of member eligibility.

3.5 Contractor shall assign appropriately credentialed, licensed, and/or certified professionals for coaching services. ADOA reserves the right to consider and evaluate other professional qualifications.

3.6 Contractor shall operate in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the Genetic Information Nondiscrimination Act of 2008 (GINA) and provide ADOA with its privacy notice for review. The privacy notice will describe the potential uses and disclosures of Protected Health Information (PHI), plan participant’s rights, and vendor’s legal duties with PHI.

3.7 The vendor shall provide the HIPAA and privacy notice to employees receiving services. Notices must be provided to the plan participants at time of enrollment in each program and upon request.

Solicitation No. BPM006702 Comprehensive Health Platform / Wellness Portal

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 7 of 81

4.0 Web Portal/Platform

4.1 Contractor shall provide a website/platform and mobile app customized to include State of Arizona/ADOA/Wellness logos, endorsements and information.

4.1.1 Contractor shall provide access to Contractor’s website for review by the State and content customization.

4.2 Contractor shall provide web platform services which include but are not limited to;

4.2.1 Health Assessment questionnaire;

4.2.2 Personal health report;

4.2.3 Support wearables/devices for activity tracking & digital capabilities including but not limited to Apple Watch and Samsung Health;

4.2.4 Digital health improvement programs/lifestyle and condition management support/coaching;

4.2.5 Targeted SMS text push messaging;

4.2.6 Health challenges that reward the individual participant, based on the needs and goals for specific conditions and lifestyle management;

4.2.7 Supports value based incentive design for chronic conditions compliance and lifestyle modifications;

4.2.8 Reward/incentive program tracking and fulfillment capabilities;

4.2.9 Health and Wellness resources, literature and articles;

4.2.10 Interactive tools;

4.2.11 Social group connectivity

4.3 Contractor shall provide a phone number and/or email address which offers technical assistance for participants, including but not limited to, troubleshooting, login assistance, and password reset.

4.4 Contractor shall update web portal content (articles, resources, tools, and health information) regularly to maintain accuracy and relevance.

4.5 Contractor shall certify all systems are secure and information sent via email or provided online by members is protected.

4.6 Contractor shall complete and pass the Arizona Mandatory Baseline Control Baseline Prerequisite Assessment and depending on Web Platform Services provided may need to meet AzRamp 325 NIST Security Controls.

4.7 Contractor shall notify ADOA immediately upon determination and identification of system-related problems, programming problems, transfer problems, or

Solicitation No. BPM006702 Comprehensive Health Platform / Wellness Portal

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 8 of 81 scheduled downtime. Contractor shall make every effort necessary to correct such problems immediately to minimize any negative impact to members and to maintain continual operation of the Program web portal.

4.8 Contractor shall have the capability to offer a stand-alone mobile application for accessing the health portal at the time of offer.

4.9 Contractor shall have capabilities to receive and upload participant data participants and/or from third party vendors for incentive, reward tracking and validation purposes as directed by ADOA.

5.0 Health Assessment

5.1 Contractor shall make available a health assessment questionnaire to eligible members via web/mobile app during dates agreed upon by ADOA and Contractor.

Contractor may make the health assessment available to new hires throughout the year (upon hire).

5.2 Contractor shall provide a personal health report to all participants who complete the health assessment. Personal health report shall include positive health attributes and make recommendations for improvement.

5.2.1 Contractor shall stratify health assessment results and refer participants to health coaching/online health/lifestyle management and condition support programs when modifiable health risks are indicated.

5.2.2 Contractor shall provide participants a consent form to opt-in to digital health programs following completion of the health assessment.

5.3 Contractor shall provide a health assessment questionnaire that addresses at a minimum:

5.3.1 Smoking and/or Tobacco use;

5.3.2 Nutrition;

5.3.3 Exercise and physical activity;

5.3.4 Preventive Care and Screenings;

5.3.5 Chronic Disease risks and diagnosis including; heart disease, asthma, diabetes, allergies, cancers, etc.;

5.3.6 Biometrics including; blood pressure, height, weight, body composition, cholesterol, blood glucose, etc.;

5.3.7 Emotional and mental health

Solicitation No. BPM006702 Comprehensive Health Platform / Wellness Portal

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 9 of 81

5.3.8 Stress;

5.3.9 Sleep;

5.3.10 Alcohol Use;

5.3.11 Resiliency;

5.3.12 Productivity Questions.

5.4 Contractor shall have the capabilities to upload, integrate, and utilize biometric screening information in assessment from a third party if requested by ADOA at no additional charge.

5.4.1 Contractor shall have the ability for participants to attach/upload documentation to rewards platform if necessary.

Solicitation No. BPM006702 Comprehensive Health Platform / Wellness Portal

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 10 of 81

6.0 Health Outreach/Coaching/Lifestyle Management/Condition Support Programs

6.1 Contractor shall provide an initial program consent form for health assessment participants to opt-in to the health programs.

6.2 Contractor shall establish a qualifying criteria for health coaching based on health assessment results.

6.3 Contractor shall perform outreach to consenting members whose health assessment results meet the qualifying criteria.

6.4 Contractor shall provide digital health programs to include online health/coaching/lifestyle management/disease support at a minimum for:

6.4.1 Tobacco Cessation;

6.4.2 Nutrition Management;

6.4.3 Physical Activity/Exercise;

6.4.4 Weight Management;

6.4.5 Stress Management;

6.4.6 Mental Health

6.4.7 Alcohol and/or Substance Use

6.4.8 Sleep;

6.4.9 High Blood Pressure;

6.4.10 Hyperlipidemia;

6.4.11 Diabetes/Pre-Diabetes

6.4.12 Anxiety & Depression

6.4.13 Cancer

6.4.14 Grief & Loss

6.4.15 Women’s Health

6.4.16 Men’s Health

6.4.17 Medicine Support

Solicitation No. BPM006702 Comprehensive Health Platform / Wellness Portal

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 11 of 81

6.4.18 Financial Wellbeing

6.4.19 Lung Health

6.4.20 Managing Illness & Pain

6.4.21 Staying Safe

6.4.22 Family Wellbeing

6.4.23 Acting Sustainably

6.5 Contractor shall offer a digital coaching/outreach and SMS messaging to engage participants in positive lifestyle changes.

6.5.1 Contractor shall perform messaging to engage participants in cognitive behavioral therapy, motivational interviewing, goal setting, and/or lifestyle change methods;

6.5.2 Contractor’s health programs shall include referrals to the ADOA health plans and wellness programs;

6.5.3 Contractor shall allow unlimited inbound access for health support for participants;

6.5.4 Contractor shall include periodic engagement offers throughout the program duration.

6.6 Contractor shall provide self-guided, web based health improvement/lifestyle programs for participants who complete the health assessment. Web-based programs shall include at a minimum; tobacco cessation, nutrition, physical activity, stress ,weight management and sleep.

6.7 Contractor shall assign appropriately credentialed, licensed and/or certified professionals for coaching services. Minimum qualifications include a bachelor’s degree in a related field of study and certifications from a credentialed coaching program or institution. ADOA reserves the right to consider and evaluate other professional qualifications.

7.0 Communication Materials

7.1 Contractor shall produce electronic communications in the form of SMS text messaging, webinars, and promotional emails. All direct mailings shall be sent to members through a Subcontractor. Contractor shall utilize a Subcontractor that specializes in bulk/mass distribution mailing. Contractor shall not have access to

Solicitation No. BPM006702 Comprehensive Health Platform / Wellness Portal

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 12 of 81 the membership distribution mail list, solicit members, use or sell member’s information to a 3rd party, or distribute any material directly to members.

7.2 Prior to distribution and at no additional cost to ADOA, Contractor shall submit copies of all communication materials to ADOA. ADOA reserves the right to review the content of any communication and to make revisions. Materials include, but are not limited to brochures, pamphlets, notification letters, newsletters, emails or any wellness materials distributed to members, any and all advertising specifically noting the State of Arizona members.

7.3 At no additional cost to ADOA, Contractor shall co-brand all communication material with the ADOA Wellness logo and shall be approved by ADOA prior to production and distribution.

7.4 Contractor shall create a communication strategy and submit to ADOA for review and approval. Contractor shall update this document at regular intervals agreed upon by ADOA and the Contractor.

7.4.1 Contractor shall provide ADOA with sample text and email messages, web content, newsletter articles, flyers, and other materials upon request to promote the program to employees.

7.5 Contractor shall provide artwork for marketing and communication materials at no cost to the State.

8.0 Account Management

8.1 Contractor shall assign a dedicated team of professionals who will be responsible to see that all contract requirements and service deliverables under this Solicitation are met by the Contractor. Contractor shall:

8.1.1 Provide an account management team that is experienced in providing services for similar entities, trained in ADOA plan issues, accessible to ADOA, and with a sufficient capacity and authority to respond to ADOA issues in a timely manner. Contractor shall assign, at a minimum, the following:

8.1.1.1 Account Manager - Contractor shall assign an account

manager as the day-to-day contact that will have the primary responsibility of responding to all issues, coordinating the efforts of Contractor’s staff to resolve issues, and will be responsible for all aspects of project management including, but not limited to, the initial implementation and ongoing new implementation.

8.1.1.2 Account Manager Back-Up - Contractor shall assign a

Solicitation No. BPM006702 Comprehensive Health Platform / Wellness Portal

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 13 of 81 secondary person as a back-up in the event that the account manager is unavailable. Contractor shall provide a thirty (30) day advance written notice to ADOA of any planned change in the primary account manager.

8.2 Account manager shall become familiar with ADOA’s health plan structure, number of employees, culture, demographics and supporting wellness programs.

8.2.1 Account manager shall respond to account issues, member inquiries/issues, and all written inquiries/correspondence within one

(1) business day and shall include in its response a plan to resolve the issue and a time frame established to do so.

8.3 Contractor shall provide ADOA an electronic tracking and resolution log of all open and closed issues (see Exhibit – Project Tracking Log). Contractor shall attend, in person or via telephone, reviews to discuss pending issues and items placed on the log. Frequency of such meetings shall be determined by ADOA during implementation.

8.4 Contractor shall ensure that members with limited English proficiency, those who are deaf or hearing impaired, have low vision or other visual impairments have access to communication services that enable them to utilize the phone lines.

9.0 Reporting

9.1 Contractor shall accept report requests or notifications in the agreed upon format from ADOA, the ADOA Contract Administrator, or any authorized representative from ADOA at no additional costs.

9.2 Contractor shall submit required client-specific reports (see Attachment_Performance Guarantees) to the State within ten (10) calendar days after the end of the month for monthly reports, within twenty (20) calendar days after the end of the quarter for quarterly reports and within thirty (30) calendar days after the end of the fiscal year for annual reports.

9.3 Reports containing errors or inaccurate information shall be resubmitted within five

(5) calendar days from the date of notification.

9.4 Contractor shall attend annual, bi-annual, or quarterly meetings, and bi-weekly conference calls/virtual meetings with ADOA and other ADOA assigned vendors to discuss agreed upon reports and develop programs or other wellness services as requested.

9.5 Contractor shall provide ad-hoc reports requested by ADOA at no additional charge.

9.6 Contractor shall provide ADOA an online real-time reporting tool, analytics report

Solicitation No. BPM006702 Comprehensive Health Platform / Wellness Portal

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 14 of 81 site, on-demand reporting, or report suite access.

9.7 Contractor shall coordinate with ADOA to deliver health assessment completion reports, attestation logs, and aggregate results to health plan vendors for disease management and case management review and outreach at no additional charge.

9.8 Contractor shall perform member satisfaction surveys at its own expense and provide ADOA results in aggregate on an annual basis. Such surveys shall be for the purpose of assessing member satisfaction with services provided by the Contractor.

10.0 Implementation and Open Enrollment

10.1 Contractor shall partner with ADOA in development of the initial phase-in and rollout of the website, communication pieces, administration and procedures prior to implementation of the program.

10.2 Contractor shall ensure the website is available and working forty-five (45) days prior to the services start date. Contractor shall submit confirmation of system testing during the implementation period.

10.3 Contractor shall provide in person attendance and the resources necessary to support ADOA’s Benefit Options Open Enrollment period(s) at no additional cost to ADOA and shall bring stated materials to all Expo events At ADOA’s request, the Contractor shall provide marketing material for distribution to the agency liaisons and members within forty-five (45) calendar days prior to the start of any Open Enrollment period.

10.4 Contractor shall support training via face-to-face or virtual meetings or web based training as defined by ADOA to all identified ADOA personnel, including benefits liaisons, university liaisons, and retiree liaisons prior to Open Enrollment meetings.

11.0 Performance Standards

11.1 Contractor shall provide quality services, meeting or exceeding ADOA-approved industry standards, as specified in BPM006702 Solicitation Attachment - Performance Guarantees. Contractor shall take immediate corrective action and provide a written corrective action plan within fourteen (14) days, as requested by ADOA, should ADOA identify any deficiencies in the performance of the Contract or audit findings either internally or externally. No fees shall be charged in the recovery or reimbursement of any funds identified in an audit finding. The corrective action plan requested shall include, at a minimum:

11.1.1 Reference to specific error or finding;

11.1.2 Root cause analysis;

11.1.3 Name and title of the person accountable for implementing and

Solicitation No. BPM006702 Comprehensive Health Platform / Wellness Portal

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 15 of 81 overseeing the action plan;

11.1.4 Corrective action items, including specific deliverables and anticipated completion date(s), or the reason corrective action is not necessary;

11.1.5 Disclosure of the metrics used to measure the success of each deliverable;

11.1.6 Member notification process if applicable; and

11.1.7 Notification upon completion of issue resolution.

11.2 Contractor shall maintain performance standards and performance guarantees relating to all services provided, including but not limited to:

11.2.1 Account Management, Implementation, Report Timeliness, Satisfaction, Web Portal downtimes, problem resolution responsiveness and Open Enrollment.

11.3 Contractor shall place a minimum of ten percent (10%) of total annual administrative fees and billed coaching charges as an aggregated dollar value at-risk for all performance standards as detailed in BPM006702 Solicitation Attachment -Performance Guarantees and as required within this solicitation that have not been met during the period of each plan year.

11.4 ADOA may request the inclusion of additional performance measurements annually. Any additional performance measurements shall be mutually agreed upon through a written Contract Amendment.

11.5 Contractor shall measure all performance standards and shall provide any support reporting as requested by ADOA.

12.0 Systems, Data Reconciliation, and Transfer / File Requirements

12.1 Contractor shall cooperate with other vendors and designated consultants in data integration activities when requested by ADOA at no additional charge.

12.2 Contractor shall provide clear documentation to ADOA and ADOA’s vendors which clearly states all required fields to support robust reporting within the Health Platform. Contractor shall document and notify ADOA of any critical fields missing from the file layouts that will have an analytic impact on ADOA’s reporting capabilities within the Health Platform.

12.3 Contract may be required in the future to accommodate the additional file feeds from additional vendors.

12.4 All data shall be owned by ADOA, without exception, and ADOA shall have access

Solicitation No. BPM006702 Comprehensive Health Platform / Wellness Portal

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 16 of 81 to all data when requested, both at regular reporting intervals and on an ad-hoc basis, as part of the base administrative fees and at no additional cost to ADOA.

12.5 ADOA shall determine the security and access rights of ADOA-designated users for the Health Platform and shall have the ability to assign, modify, or terminate security and access assignments directly.

12.6 The platform shall be kept up-to-date and shall meet industry best practices and comply with all federal regulations. Any ADOA mapping and/or customizations shall be preserved whenever system upgrades occur.

12.7 Contractor shall keep ADOA’s data separate from all other customer data.

12.8 Contractor shall ensure the confidentiality and integrity of all Health Plan data.

12.9 Contractor shall provide 24/7 access to the Health Platform for all ADOA-designated users.

12.10 Contractor shall provide technical assistance with any data provided or data reporting provided that ADOA or its other contracted vendors require as it relates to organizing, supplying, or processing the data.

12.11 All ADOA-related data obtained by Contractor shall be provided to ADOA at the termination of the Contract. In addition, Contractor shall maintain this data for no less than seven (7) years from termination of the Contract. Data shall be readily available and accessible to ADOA upon request, indefinitely or until such time as ADOA approves otherwise.

12.12 Contractor shall receive eligibility files from all ADOA-contracted vendors who provide such files. These files shall be in an ANSI 834 format (or a modified format as agreed upon between ADOA and Contractor) that meets ADOA’s specific file layout requirements at no additional cost to ADOA.

12.13 Contractor shall establish appropriate Secure File Transfer Protocol (SFTP) site(s) to exchange eligibility and claims data, on a monthly basis or agreed upon frequency, with ADOA and ADOA-contracted vendors at no additional cost to

ADOA.

12.14 Contractor shall meet State requirements for verification of member eligibility and shall agree to all required electronic file feed(s) as required by ADOA. This data shall be made available through the State’s SFTP.

12.15 Contractor shall upload eligibility data to the program system regularly, at an interval agreed upon by the ADOA and the Contractor.

12.16 Contractor shall establish Transport Layer Security (TLS) secure email connections and/or any other privacy and security connection with ADOA at no additional charge.

12.17 Contractor shall offer to ADOA’s staff comprehensive onsite or web-based training

Solicitation No. BPM006702 Comprehensive Health Platform / Wellness Portal

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 17 of 81 for the Health Platform as part of the base administrative fees and with no additional cost to ADOA.

12.18 Contractor shall provide ADOA staff with technical support for the platform as part of the base administrative fees and at no additional cost to ADOA.

12.19 Contractor shall provide technical assistance to ADOA and/or its contracted vendors as it relates to organizing, supplying, processing, reporting or interpreting data via the Health Platform on a monthly basis.

12.20 Upon identification and determination of system problems, programming problems, or transfer problems, the Contractor shall notify ADOA of the issue immediately. Contractor shall make every effort necessary to correct such problems as soon as possible including, but not limited to working nights, weekends, and holidays, to minimize any negative impact to ADOA employees, and to maintain continual operation of the Health Plan at no additional cost to

ADOA.

12.21 Contractor shall not supply data based on ADOA’s participants, in detail or in aggregate, to any other party without ADOA’s prior written approval.

13.0 Public Information Requests, Media Requests, Press Releases, or Other Public Communication

13.1 Contractor shall notify ADOA within one (1) business day of a receipt of a written public information request, written media request, or other public inquiry regarding ADOA’s Program. Contractor agrees that all responses shall be approved by ADOA prior to release or response of inquiry.

13.2 Contractor shall agree that all telephone inquiries for public information are to be transferred to ADOA for response and resolution.

13.3 Contractor shall submit copies of all press releases or other publication by the Contractor pertaining to or having impact on the State, ADOA or the Program shall be submitted to ADOA. All such releases shall be approved in writing by ADOA prior to submission or response.

14.0 Contract Term Completion/Transition Responsibilities

14.1 Prior to completion of the Contract term, Contractor shall provide to ADOA, or work directly with a new Contractor upon ADOA’s request, all communications and data support for a successful transition. This will include requested reports, data files, or necessary dedicated staff to ensure an efficient and timely transition at no charge to ADOA.

Solicitation No. BPM006702 Comprehensive Health Platform / Wellness Portal

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 18 of 81

The Special Terms and Conditions modify the Uniform Terms and Conditions. It can modify them by replacing, deleting, appending to, or revising the text of an existing provision or by inserting a new paragraph into an existing article. No other document modifies or adds to the Uniform Terms and Conditions, except as may subsequently be otherwise and expressly agreed and incorporated by Contract Amendment.

1. Definition of Terms: As used in the Contract, the terms listed below are defined as follows:

1.1. Acceptance: The document titled “Offer and Acceptance Form” bearing the state contract number once Procurement Officer has signed it to signify (1) State’s formal acceptance of the Accepted Offer and (2) the formation of the Contract. For clarity of intent, the foregoing is not to be confused with the term “acceptance” used throughout the Contract in the context of delivery, inspection, etc., with respect to Materials or Services.

1.2. Accepted Offer:

1.2.1. If State did not request a Revised Offer, then “Accepted Offer” means the Initial Offer.

1.2.2. If State requested a Revised Offer but not a Best and Final Offer, then “Accepted Offer” means the latest Revised Offer.

1.2.3. If State requested a Best and Final Offer, then “Accepted Offer” means the Best and Final Offer.

1.3. “AI” means the science and engineering of making machines capable of performing tasks that are typically associated with human intelligence, such as learning and problem-solving, and includes without limitation: AI systems, classic AI, external AI, generative AI, and large language model (LLM) AI.

1.4. Arizona Procurement Code: The Arizona Procurement Code consists of Arizona Revised Statutes (A.R.S.) §§ 41-2501 et seq. and Arizona Administrative Code (A.A.C.) R2-7-101 et seq. There is additional information in the Solicitation Instructions regarding how to access these state statutes and rules.

1.5. Arizona Risk and Authorization Management Program (AZRAMP): is used by the Arizona Department of Homeland Security to evaluate Cloud services and Contractors that will transfer, process, or store state data outside of state-managed or controlled networks, and has three levels of control review:

1.5.1. AZRAMP Level 1 Prerequisite: 35 Controls

1.5.2. AZRAMP Level 2 Low Impact: Public Data Classification

Solicitation No. BPM006702 Comprehensive Health Platform / Wellness Portal

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 19 of 81

1.5.3. AZRAMP Level 3 Moderate Impact: Confidential Data Classification

1.6. Arizona Transaction Privilege Tax (TPT): For information, refer to the Arizona Department of Revenue (DOR) website at: https://azdor.gov/transaction-privilege-tax-tpt

1.7. Attachment. Any item that:

1.7.1. The Solicitation required Offeror to submit as part of the Offer (e.g., Initial Offer, Revised Offer, or Best and Final Offer);

1.7.2. Was attached to an Offer when submitted; and

1.7.3. Was included in the Accepted Offer.

1.8. Cloud Services: Cloud or Cloud Services means any Software as a Service (SaaS), Infrastructure as a Service (IaaS), or Platform as a Service (Paas) involving the transfer, processing, or storage of state Data outside the control of state-managed and controlled networks.

1.9. Contract Terms and Conditions: The Special Terms and Conditions and the Uniform Terms and Conditions taken collectively.

1.10. Contractor: The Person identified on the Accepted Offer who has entered into the Contract with the State.

1.11. Contractor Indemnitor: Contractor or any of its owners, officers, directors, agents, employees, or Subcontractors.

1.12. Co-Op Buyer: A member of the State Purchasing Cooperative that has entered into a “Cooperative Purchasing Agreement” with the Arizona Department of Administration State Procurement Office under A.R.S. § 41-2632. Unless there is an applicable Cooperative Purchasing Agreement in effect at the time, a State Purchasing Cooperative member cannot be a Co-Op Buyer. For reference, “Co-Op Buyer” is to be construed as encompassing an “eligible procurement unit” under A.A.C. R2-7-101(23).

NOTE: Membership in the State Purchasing Cooperative is open to all Arizona political subdivisions, including cities, counties, school districts, and special districts. Membership is also available to non-profit organizations, other state governments, the federal government and tribal nations. For reference, “non-profit organizations” are defined in A.R.S. § 41-2631(4) as any nonprofit corporation as designated by the I.R.S. under Section 501(c)(3) through 501(c)(6) of the tax code.

1.13. Data Breach: Data Breach is used herein as defined as stated in A.R.S. Title 18, chapter 5, article 4 (Data Security Breaches), or in any relevant state or federal standard, to indicate an unauthorized acquisition of and unauthorized access that materially https://azdor.gov/transaction-privilege-tax-tpt

Solicitation No. BPM006702 Comprehensive Health Platform / Wellness Portal

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 20 of 81 compromises the security or confidentiality of unencrypted and unredacted computerized personal information maintained as part of a database of personal information regarding multiple individuals.

1.14. Eligible Agency:

1.14.1. If the Special Terms and Conditions indicate that the Contract is a “single-agency” contract, then “Eligible Agency” means the particular State of Arizona agency, university, commission, or board identified therein.

1.14.2. If the Special Terms and Conditions indicate that the Contract is a mandatory statewide contract, then “Eligible Agency” means any State of Arizona department, agency, university, commission, or board.

1.14.3. If the Special Terms and Conditions indicate that the Contract is a “cooperative” contract available for use by Co-Op Buyers, then “Eligible Agency” means any State of Arizona department, agency, university, commission, board, or any Co-Op Buyer.

1.15. Federal Risk and Authorization Management Program (FedRAMP): A federal government program that provides a standardized approach to security assessment, authorization, and continuous monitoring specifically for Cloud products and services relied upon by federal entities that store, process and transmit federal information.

1.16. Instructions to Offerors: The Solicitation Instructions document of the Solicitation.

1.17. NIST: NIST is the National Institute of Standards and Technology. For more information, see https://www.nist.gov/.

1.17.1. NIST Moderate Impact: If a Contractor may process, transmit, or store Confidential State Data (per State Data Classification Policy P8110) or metadata during its work under the Contract, then the Contractor shall comply with NIST Moderate Impact security controls.

1.18. Order: The instrument by which the Eligible Agency or Co-Op Buyer authorizes a Contractor to perform some or all of the Work. Whether the Contract will have one Order or many Orders depends on the scope of the Contract and how the State will use it. The Special Terms and Conditions provide that information. Any of the following are construed as an “Order”: “Purchase order,” “task order,” “service order,” or “job order”.

1.19. State’s eProcurement System: The State’s official electronic procurement system, established pursuant to A.A.C. R2-7-201 as set forth in the Arizona Department of Administration State Procurement Office policy document Technical Bulletin No. 020, The State’s eProcurement System–The Official State eProcurement System. Technical Bulletin No. 020 is available online at:

https://www.nist.gov/

Solicitation No. BPM006702 Comprehensive Health Platform / Wellness Portal

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 21 of 81 https://spo.az.gov/sites/default/files/documents/files/TB_020_APP_20181024.pdf

1.20. State: With respect to the Contract generally, “State” means the State of Arizona and its department, agency, university, commission, or board that has executed the Contract.

With respect to administration or rights, remedies, obligations and duties under the Contract for a given Order, “State” means each Eligible Agency or Co-Op Buyer who has issued the Order.

1.21. State Indemnitees: Collectively, the State of Arizona, its departments, agencies, universities, commissions, and boards and, and their respective officers, agents, and employees.

1.22. StateRAMP: A non-profit organization that provides a uniform approach to verifying that the cybersecurity of Cloud service providers (CSPs) meets the standards and regulations needed to do business with state and local governments.

1.23. Work: The totality of the Materials and the Services and all the acts of administration, creation, production, and performance necessary to fulfill and incidental to fulfilling all of Contractor's obligations and duties under the Contract in conformance with the Contract and applicable laws.

2. Contract Interpretations

2.1. Usage. Where the Contract:

2.1.1. assigns obligations to Contractor, any reference to “Contractor” is to be construed to be a reference to the Contractor and all Subcontractors, whether they are first-tier Subcontractors, sub-subcontractors, suppliers, sub-suppliers, consultants, or sub-consultants, as well as all of Contractor’s and the Subcontractor’s respective agents, representatives, and employees in every instance unless the context plainly requires that it is a reference only to Contractor as apart from Subcontractors.

2.1.2. uses the permissive “may” with respect to a party’s actions, determinations, etc., the terms is to be interpreted as in A.A.C. R2-7-101(32) [Definitions]. For clarity of intent, any right given to State using “State may” or a like construction denotes discretion and freedom to act so far as any regulatory or operative constraints permit in the relevant circumstances, provided that: (a) where written “may, at its discretion,” the discretion extends to whatever is most advantageous to State; and (b) where written only as “may,” the discretion is constrained by what is fair, reasonable, and as accommodating of the respective best interests of both parties as practicable under the circumstances;

https://spo.az.gov/sites/default/files/documents/files/TB_020_APP_20181024.pdf

Solicitation No. BPM006702 Comprehensive Health Platform / Wellness Portal

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 22 of 81

2.1.3. uses the imperative “shall” with respect to a party’s actions, duties, etc., the term is to be interpreted as in A.A.C. R2-7-101(44) [Definitions]. Conversely, the phrase “shall not” is to be interpreted as an imperative prohibition.

2.1.4. uses the term “must” with respect to a requirement, criterion, etc., the term is to be interpreted as conveying compulsion or strict necessity;

2.1.5. uses the term “might” with respect to an event, outcome, action, etc., the term is to be interpreted as conveying contingency or non-discretionary conditionality; and

2.1.6. uses the term “will” or the phrases “is to be” or “are to be” with respect to an event, outcome, action, etc., the term or phrase is to be interpreted as conveying such certainty or imperativeness that “shall” is either unnecessary or irrelevant in that instance.

2.2. Contract Order of Precedence

2.2.1. Complementary Documents. All of the documents forming the Contract are complementary. If certain work, requirements, obligations, or duties are set out only in one but not in another, Contractor shall carry out the Work as though the relevant Work, requirements, obligations, or duties had been fully described in all, consistent with the other documents forming the Contract and as is reasonably inferable from them as being necessary to produce complete results.

2.2.2. Conflicts. In case of any inconsistency, conflict, or ambiguity among the documents forming the Contract and their provisions, they are to prevail in the following order, descending from most dominate to most subordinate, provided that, among categories of documents or provisions having the same rank, the document or provision with the latest date prevails. Information being identified in one document, but not in another, is not to be considered a conflict or inconsistency.

2.2.2.1. Contract Amendments;

2.2.2.2. The final Solicitation Documents, in the following order:

(1) Special Terms and Conditions;

(2) Exhibits to the Special Terms and Conditions;

(3) Uniform Terms and Conditions;

(4) Scope of Work;

Solicitation No. BPM006702 Comprehensive Health Platform / Wellness Portal

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 23 of 81

(5) Exhibits to the Scope of Work;

(6) Specifications; and

(7) Any other documents referenced or included in the

Solicitation;

2.2.2.3. Orders, in reverse chronological order; and

2.2.2.4. Accepted Offer.

2.2.3. Attachments and Exhibits. For clarity of intent, if an item was an Attachment in the Solicitation Documents or an Offer (either Initial, Revised, Best and Final, or Accepted) and was subsequently made into an Exhibit, or its content was incorporated into one of the other Contract documents, then that Attachment no longer exists contractually as an “Attachment” since it has at that point been made into some other Contract document. In every other case, an Attachment and the Offeror Data therein remain part of the Accepted Offer for purposes of precedence and contractual effect.

3. Contract Administration and Operation

3.1. Term of Contract. The term of the Contract will commence on the date indicated on the Acceptance and continue for twelve (12) months unless canceled, terminated, or permissibly extended.

3.2. Contract Extensions. State may at its discretion extend the initial Contract term in increments of one (1) or more months and do so one or more times, provided that the maximum aggregate term of the Contract including extensions cannot exceed the maximum aggregate term of five (5) years.

3.3. Notices and Correspondence

3.3.1. To Contractor. State shall address all Contract correspondence other than formal notices to the email address indicated as “Default for Type” for “General Mailing Address” in Contractor’s corresponding State’s eProcurement System Vendor Profile; and address any required notices to Contractor to the “Contact Name and Title” at the “Mailing Address” indicated on the Accepted Offer, as that address might have been amended during the term of the Contract.

3.3.2. To State. Contractor shall address all Contract correspondence other than formal notices to the email address indicated in “Contact Instructions” in the State’s eProcurement System Summary for State; and address any required notices to State via email to the Procurement Officer identified as “Purchaser”

Solicitation No. BPM006702 Comprehensive Health Platform / Wellness Portal

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 24 of 81 in the State’s eProcurement System and via mail to the following mailing address:

Arizona Department of Administration State Procurement Office 1802 W. Jackson, #100,

3.3.3. Changes. State may change the designated Procurement Officer, update contact information, or change the applicable mailing address.

3.4. Signing of Contract Amendments. Contractor’s counter-signature (or “approval” in the State’s eProcurement System, in…