ESBD_354867_1716578200079_HHS0014117 Attachment to Addendum 4.pdf
PDF 183 KB Posted
- Solicitation number
- HHS0014117
- Issued by
- Texas
About this file
This is a Questions and Answers document from the Texas Health and Human Services Commission (HHSC) regarding solicitation HHS0014117 for the Texas Health Care Information Collection Health Care Data Collection System. The document contains 32 questions and responses covering various aspects of the procurement, including confirmation that professional claims are included in the scope, technical requirements for data collection and management, and operational details such as help desk support (which averages 170 calls/emails per week). The incumbent contractor is System13, Inc., and while deadline extensions were requested by multiple vendors, HHSC directed respondents to Addendum No. 3 regarding submission timelines.
The document reveals that the system must handle inpatient, outpatient, and emergency room data collection, though specific facility counts are not provided. Historical compensation information is referenced in Section 2.10.3 and Exhibit K. The contractor must provide help desk support, software maintenance, and claims data management capabilities. The system must support multiple user interfaces and include validation, correction, and certification functionalities. While specific pricing terms are not detailed in this Q&A document, respondents must be authorized to do business in Texas and be set up in the Texas franchise tax system prior to contract award.
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PCS 134 HHS Responses to Questions
Effective Date 06/26/2015 Version 1.00 Page 1 of 8 Revision Date 09/13/2023
Solicitation Title: Texas Health Care Information Collection Health Care Data Collection System
Solicitation Number: HHS0014117
# Reference Question Response
1.
Article III, 3.1, Schedule of Events
To allow vendors more time to develop the best and lowest cost proposal response, will HHSC extend the deadline for submission of solicitation responses by four weeks?
No, HHSC will not be extending the deadline by four weeks. Refer to Solicitation Addendum No. 3 posted to the ESBD.
Section 8.1.1 (Changes, Modifications, and Cancellation) of the Solicitation provides, in part, that “[i]t is the responsibility of the Respondent to check the ESBD regularly for any additional information regarding this RFO.”
2.
Refer to page 67, “Section 6.9
SECRETARY OF
STATE
CERTIFICATION”
It is mentioned that ‘The Respondent must be currently authorized to do business in the State of Texas…’ Is it possible to submit the ‘Certificate of Authority from the Texas Secretary of State’ after the contract is awarded?
Respondent must currently be authorized to do business in Texas prior to contract award.
3.
Refer to page 64, “Section 6.2
FRANCHISE TAX –
RIGHT TO
TRANSACT
BUSINESS IN
TEXAS”
It is mentioned that ‘Respondent must be set up in the Texas franchise tax system prior to Contract award.’
Is it possible to complete the registration after the contract is awarded?
Respondent must be set up prior to Contract award.
4. Refer to page 50, Section 3.3.3 A
Please confirm if questions related to the HUB Subcontracting Plan are permitted without prior approval of the Sole Point of Contact (Mr. Mario Gutierrez). Also should we cc Mr. Gutierrez if questions regarding the HUB Subcontracting Plan are submitted to the HUB coordinator?
Refer to RFO Section 3.3.3., Exception to Sole Point of Contact, A.
Version 1.00 Page 2 of 8 Revision Date 09/13/2023
# Reference Question Response
5.
Refer to pages 42 & 68, Sections
2.5.11 & 7.1.2, Table 18, INF-6
Can you clarify if Professional Claims are included as a part of this project? Professional (837P) claim types are referenced in Table 18 (INF-6), but Section 7.1.2 does not provide any current or projected claim volume for professional claims, which provides the need for clarification.
Professional claims are included as part of the solicitation. Refer to RFO Section 2.5.11, Solution User Interface Requirements, Table 18, INF-6.
Claim volume information is not readily available.
6.
Article III (“Administrative Information”), Section 3.1 (“Schedule of Events”), page 48
Would HHSC/DSHS consider extending the deadline for the submission of solicitation responses to allow sufficient time for incorporating the information provided by the State during this question-and-answer period into respondents’ proposals? This extension would ensure that all participating vendors can submit comprehensive and well-considered proposals after the State’s responses have been issued on May 22.
Extending the deadline would enhance the quality and competitiveness of submitted proposals.
Refer to the Solicitation Addendum No. 3 posted to the ESBD.Section 8.1.1 (Changes, Modifications, and Cancellation) of the Solicitation provides, in part, that “[i]t is the responsibility of the Respondent to check the ESBD regularly for any additional information regarding this RFO.”
7.
Article III (“Administrative Information”), Section 3.6 (“Solicitation Response Submission and Delivery”), page
Can the State please confirm that all required attachments and exhibits should be included in the single PDF file named “Original” (B.1)?
Refer to RFO Section 3.6.2 Submission Option, B.
Submission Option #2, 1. and Exhibit P, HHS Online Bid Room Instructions.
8.
Article III (“Administrative Information”), Section 3.6 (“Solicitation Response Submission and Delivery”), page
The submission instructions (B.1) note that the cost proposal and HUB Subcontracting Plan should not be included with the file named “Original” in B.1. Can the State please confirm whether those same two items should be excluded from the “Public Information Act Copy” (B.2)?
Refer to RFO Section 3.6.2, Submission Option, B., Submission Option #2, 2. and Exhibit P, HHS Online Bid Room Instructions. Refer to Section 8.1.5, Public Information Act – Respondent Requirements Regarding Disclosure.
Version 1.00 Page 3 of 8 Revision Date 09/13/2023
# Reference Question Response
9.
Article III (“Administrative Information”), Section 3.6 (“Solicitation Response Submission and Delivery”), page
Can the State please confirm that respondents using Option #2 should disregard the reference to “USB” in B.4?
Refer to Addendum No.3 to the Solicitation.
10.
Article II (“Scope of Work”), Section
2.11 (“Data Use Agreement and Security Privacy Inquiry”), page
Can the State please provide a fillable PDF version of this required exhibit?
No, please refer to Exhibit D, HHS Data Use Agreement
(DUA).
11. Misc. Questions In order to provide a more cost-effective and comprehensive response to FW, we would like to ask for a 7-10 days of extension.
Refer to Solicitation Addendum No. 3 posted to the
ESBD.
Section 8.1.1 (Changes, Modifications, and Cancellation) of the Solicitation provides, in part, that “[i]t is the responsibility of the Respondent to check the ESBD regularly for any additional information regarding this RFO.”
12. Misc. Questions
We are interested in subcontracting opportunity and would like to know if there will be a Vendor Conference during which we can network with potential bidders?
Refer to RFO Section 3.1, Schedule of Events and to Addendum No. 1 to the Solicitation.
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# Reference Question Response
13.
Refer to page 47, Section 2.10.3
Can you provide the annual contract valuation for the current vendor over the course of this last five-year contract period? Section 2.10.3 provides compensation information for Contracts of similar scope and size to the current Solicitation, but it is unclear if this relates specifically to this contract. If so, please separate any one-time amendments for enhancements / special service requests from the contract value paid for the core services provided, also on an annual basis.
Refer to RFO Section 2.10.3, Historical Compensation, and Exhibit K, Cost Proposal, Note 1.
14. Refer to page 31, Section 2.5.7, Table 14, SMS-02
Can you make available data on the volume by classification (by priority and severity) of historical response and resolution results to reported Software Maintenance & Support issues, by contract year.
The requested data on volume by classification (priority and severity) is not readily available.
15.
Refer to page 31, Section 2.5.6, Table 13, THS-4
What is the historical monthly call volume that should be expected as part of this scope of work?
The help desk received on average 170 calls/emails per week over the previous 5 ½ months.
See also RFO Section 2.12 No Guarantee of Volume, Usage, or Compensation, and
RFO Section 7.1.2 Operations and Maintenance, for estimated annual claims volume support.
16.
Refer to page 31, Section 2.5.6, Table 13, THS-4
What is the average monthly email volume call volume received from providers that should be expected as part of this scope of work?
The help desk received on average 170 calls/emails per week over the previous 5 ½ months.
See also RFO Section 2.12 No Guarantee of Volume, Usage, or Compensation and Exhibit K, and
RFO Section 7.1.2 Operations and Maintenance, for estimated annual claims volume support.
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# Reference Question Response
17. Misc. Questions What is the current staffing level?
HHSC is uncertain as to the question posed and therefore, is unable to provide a response.
18. Misc. Questions Is this and existing contract that is up for renewal? If so who is the incumbent?
Yes, HHSC currently contracts with a contractor with services similar to those listed in this Solicitation. The incumbent is System13, Inc.
19. Misc. Questions Have you worked with a vendor in the past for this service or is this a new request?
Yes, HHSC currently contracts with a contractor with services similar to those listed in this Solicitation.
20. Misc. Questions Have you used a vendor for this service in the past?
What was the outcome?
a. Yes, we have used a vendor in the past for this service.
b. However, this question is not within the scope of this RFO.
21. Misc. Questions
Can you provide a high-level end-to-end overview of your business case, needs, and objectives, e.g.
capturing claims data by location, organizing claims data in the vendor’s cloud application, providing end users access by facility, and certifying claims data for reimbursement or other business needs?
Refer to RFO Section 1.1, Introduction.
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# Reference Question Response
22. Misc. Questions
What is your current state and process for capturing this data, and managing and executing these requirements? What has the outcome been?
a. It seems like there is an IT component to the project and a claims certification component to this project and that from an IT perspective you are looking for a system to ingest and manage claims data and from a claims perspective, for the vendor to certify the claims, and eventually hand off to your internal team, is this accurate?
i. What system are you currently using?
ii. Do you have a EHR vendor or other software in mind that you would prefer to work with?
Refer to RFO Section 2.5.9, Solution Requirements.
Refer to Exhibit G, Reports Requirements.
23. Misc. Questions What system are you using now for this process?
a. Was it built by the vendor or purchased and then implemented? Do you have a software preference?
The requested information pertaining to the current service provider is not within scope of the Solicitation.
Respondent's Solicitation Response must be responsive to the requirements specified in the Solicitation.
24. Misc. Questions What is your current state and process for capturing this data and performing the validation, correction, and certification? What was the outcome?
Refer to RFO Section 2.5.9 Solution Requirements.
Respondent's solution must be responsive to the requirements specified in the Solicitation.
25. Misc. Questions
Aside from data collection, are you expecting the vendor to conduct validation, corrections, and certifications or will this be completed at the facility level or by your team through the vendor’s tool?
Refer to RFO Section 2.5.11 – Solution User Interface Requirements, Table 18, Table 18, Solution User Interface Requirements, INF-7 and INF-8.
Refer to RFO Section 2.5.9, Solution Requirements.
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# Reference Question Response
26. Misc. Questions
What is the scope of inpatient, outpatient, and ERs?
How many of each facility are there and is this for all of Texas?
a. What is the volume of claims and look-back time-period?
i. Are you looking for a data extract live data feed?
b. How many different types of EHR systems are there collecting the claims data at the facility level?
c. Are you looking for data extracts of historical data or live data feed?
Refer to RFO Section 7.1.2 Operations and Maintenance
Refer to RFO Section 2.5.2, Quarterly Certification Requirements, Table 9, Quarterly Certification Requirements , Req ID CRT-5.
27. Misc. Questions Are you expecting the vendor to be onsite or at each facility?
Refer to RFO Section 2.2 Staffing Requirements.
28. Misc. Questions How many vendors are bidding?
The requested information is not known by HHSC at this time.
29. Misc. Questions What kinds of new or modified processes or reports are you expecting? Can you provide an example?
Refer to Exhibit G, Reports Requirements.
30. Misc. Questions
Who are the end users of this data?
a. What are their unique needs for using the data?
b. How and where will they be accessing and interacting with and consuming the data?
Refer to RFO Section 1.1, Introduction Refer to RFO Section 2.5.11, Solution User Interface Requirements.
31. Misc. Questions
How many in-patient, out-patient, and emergency room facilities are in scope?
a. What is the volume of claims data and lookback time-period?
Refer to RFO Section 7.1.2 – Operations and Maintenance. Refer to Exhibit F, THCIC Resources.
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# Reference Question Response
32. Misc. Questions How do we find out about the bidders so we can contact them to express our interest in subcontracting?
The requested information is not known by HHSC at this time.
Refer to Addendum No. 1 to this Solicitation for Pre- Proposal Conference – HSP Training – Attendee Report.
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