ESBD_397797_1740151915520_RFP- Insurance Verification Software (2-21-25).docx

REQUEST FOR PROPOSALS

for

HEALTH INSURANCE INFORMATION AND VERIFICATION SOFTWARE

February 21, 2025

REQUEST FOR PROPOSALS FOR

HEALTH INSURANCE INFORMATION AND VERIFICATION SOFTWARE

Table of Contents

Section Title Page

Description of Integral Care ……………………………………………………

Equal Opportunity………………………………………………………………….3

Description of Software.……………………………………………………………3

General Information .4

Conditions .5

Selection of Successful Proposer(s) 8

Performance Standards and Compliance 9

Proposal Instructions and Guidelines 11

Attachments

Attachment A- Key Persons List Attachment B- Assurances Document

DESCRIPTION OF INTEGRAL CARE

Integral Care provides community-based behavioral health and intellectual/developmental disabilities services in Travis County, Texas. Integral Care began providing services in 1967. Integral Care is a community center under Chapter 534 of the Texas Health and Safety Code, and is classified by the Internal Revenue Service as a 501(c)(3) tax-exempt organization. Integral Care is an agency of the State, a unit of local government and is governed by a ten-member Board of Trustees (“Board”), nine of whom are appointed to two-year staggered terms by the City Council of the City of Austin, the Travis County Commissioners Court, and the Board of Managers of the Travis County Healthcare District dba Central Health. The Travis County Sheriff serves as a statutorily appointed ex-officio member of the Board.

Integral Care currently employs approximately 920 full-time, part-time and relief employees, and operates approximately 46 business locations of varying types (e.g., office, residential) throughout the Austin/Travis County area. For more information, please see Integral Care’s Fiscal Year 2023 Annual Report and Fiscal Year 2024 Annual Budget. A Key Persons List is attached to this RFP as Attachment A.

EQUAL OPPORTUNITY

Integral Care’s Board and leadership are committed to conducting its activities in accordance with federal, state and local laws and regulations related to:

· Non-discrimination based on race, color, religion, sex, national origin, disability, age, genetic information and veteran status.

· Providing employment and access to its services irrespective of disability.

· Providing equal pay without discrimination with respect to sex.

For more information, please see Integral Care’s Fiscal Year 2023 Annual Report, Fiscal Year 2023-25 Strategic Plan, and the United States Department of Health and Human Services National Culturally and Linguistically Appropriate Services (CLAS) Standards.

DESCRIPTION OF SOFTWARE

Integral Care is seeking proposals (“Proposals”) from qualified Proposers (as defined below) to provide descriptions and specifications of health insurance information syncing and verification software that automates the process of comparing and updating health insurance information for Integral Care clients (collectively, “Clients”) within Integral Care’s electronic health record (“EHR”) by interfacing with insurance provider portals, identifying discrepancies, and synchronizing accurate data to ensure up-to-date records, (collectively, the “Software”). More specifically, Integral Care is interested in a solution that significantly reduces or eliminates the time currently spent by its staff investigating Clients’ health insurance information, comparing such insurance information to that information found in the corresponding provider portal, and updating the EHR with the appropriate changes.

GENERAL INFORMATION

Integral Care anticipates awarding one (1) non-exclusive three (3) year contract for the Software with the option by Integral Care to renew for two (2) successive one (1) year terms, commencing on approximately May 1, 2025. Any contract awarded as a result of this RFP will be prepared by Integral Care, and may be referred to in this RFP as a “Contract”, and any Proposer selected for a Contract award may be referred to herein as a “Successful Proposer”.

Proposals shall be submitted no later than March 27, 2024 at 5:00 PM CST (“Proposal Submission Deadline”).

All Proposals must be received by the Proposal Submission Deadline.

Proposals shall be delivered via electronic mail attachment to:

Integral Care

by any agent or representative designated by the Proposal’s submitter (the “Proposer”). Integral Care will determine the official time of receipt of each Proposal using the time/date of receipt of the Proposal shown by Integral Care’s email server. Upon request, a receipt shall be sent via electronic mail to the deliverer of the Proposal, which indicates the date and time it was received. Proposals must be provided in a single PDF format file. Proposals sent via any other method other than electronic mail as described above will not be accepted. Proposals received after the Proposal Submission Deadline will not be considered.

Any questions concerning the specifications for the Software or RFP process shall be directed to Brody Ballard, Coordinator of Legal Services, by electronic mail to brody.ballard@integralcare.org, no later than March 14, 2025 at 5:00 PM CST (“Question Submission Deadline”). All questions with respect to either the specifications for the Software or RFP process that are received by the Question Submission Deadline will be available, along with Integral Care’s responses, on the Texas Electronic State Business Daily website where the RFP is posted.

CONDITIONS

ACCEPTANCE/REJECTION OF PROPOSALS: Integral Care reserves the right to accept or reject any and/or all Proposals, to waive informalities or defects in Proposals, or to accept such Proposal(s) as it shall deem to be of the best value to Integral Care.

NEGOTIATION: Integral Care further reserves the right to negotiate with Proposers determined to have a reasonable chance of being selected. All such Proposers shall be afforded fair and equal treatment with respect to such negotiations, and no such Proposer shall be given information that would give that Proposer a competitive advantage over any other Proposer.

CANCELLATION: Integral Care may also choose to cancel the RFP without award.

VALIDATION: Integral Care may validate any information in a Proposal by using outside sources or materials. If validation discloses that information provided by a Proposer is deliberately false, the Proposal will be ineligible for consideration.

ADDENDA: Integral Care reserves the right to modify, interpret and correct the RFP, and any modifications, interpretations or corrections to the RFP and specifications shall be made by written addenda. Integral Care’s General Counsel, through Integral Care’s Coordinator of Legal Services, shall have sole authority to authorize issuance of addenda to this RFP. Addenda shall be provided to all who are known to have received a copy of the RFP. All such addenda become, upon issuance, an inseparable part of the specifications, which a Proposal must meet to be considered.

ALTERING PROPOSALS: Any corrections, deletions, or additions to Proposals must be made in writing and delivered by email to Integral Care’s Coordinator of Legal Services at brody.ballard@integralcare.org prior to the Proposal Submission Deadline. The Proposer shall submit substitute pages with an email documenting the changes and to which is attached the specific pages for substitution. The person who submits the email must have authority at least equal to that of the submitter of the Proposal.

WITHDRAWAL OF PROPOSALS: A Proposal shall not be withdrawn or cancelled by the Proposer unless the Proposer submits an email to that effect prior to the Proposal Submission Deadline. The submitter of the withdrawal email must have authority at least equal in authority to the submitter of the Proposal.

PUBLIC AVAILABILITY: Integral Care is subject to and complies with the Texas Public Information Act, Chapter 552 of the Texas Government Code. All Proposals shall be open for public inspection after the RFP process is concluded, except for information contained in the Proposal that Proposer contends is covered by an exception to disclosure under the Texas Public Information Act that is in red ink and clearly identified by the Proposer as such. Such information may still be subject to disclosure under the Public Information Act and other applicable law including, without limitation, opinions from the Texas Attorney General’s Office.

SUBMITTED PROPOSALS: Submitted Proposals become the property of Integral Care and will not be returned to the Proposer. Proposer agrees that Integral Care has the right to use, reproduce and distribute copies of and to disclose to Integral Care employees, trustees, agents and contractors and other governmental entities all or part of the Proposal, as Integral Care deems appropriate.

SALES TAX: Integral Care is by statute exempt from payment of taxes applicable to the Software described herein; therefore, Proposals shall not include taxes.

LIMITATION OF LIABILITY: Integral Care will not enter into any Contract that purports to in any way limit the amount of damages it may recover under the Contract, and any such language included in a Contract will be void and of no effect.

SUCCESSFUL PROPOSER(S) MUST COMPLY with all applicable federal, state, county and local rules, codes, regulations, laws and standards. All services provided pursuant to a Contract must be in compliance with applicable federal, state, county and local rules, codes, regulations, laws, standards and executive orders as well as with all policies and procedures of Integral Care. A Contract may be subject to Texas Government Code Section 2252.908, which prohibits governmental entities such as Integral Care from entering into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. By submitting a Proposal, Proposer agrees to fully comply with all applicable legal requirements including, without limitation, those of Texas Government Code Section 2252.908, as applicable.

EXCEPTION/SUBSTITUTIONS: All Proposals meeting the intent and requirements of this RFP shall be considered for award. Proposers taking exception to the specifications, terms and conditions or offering substitutions, shall state these exceptions clearly as a separately identifiable part of the Proposal entitled “Proposer’s Exceptions”. The absence of such a statement shall indicate that the Proposer has not taken exceptions and Integral Care shall hold the resultant Proposer(s), if chosen as a Successful Proposer, responsible to perform in strict accordance with the specifications, terms, and conditions of this RFP and Successful Proposer’s Contract. Integral Care reserves the right to accept any and/or none of the exception(s)/substitution(s) as it determines to be in the best interest of Integral Care. Proposer agrees that all exceptions to this RFP as well as terms and conditions advanced by Proposer that differ in any manner from Integral Care’s terms and conditions are rejected unless expressly accepted by Integral Care in writing in a fully executed Contract.

SILENCE OF SPECIFICATIONS: The apparent silence of this RFP as to any detail or the apparent omission from it of a detailed description concerning any point shall be regarded as meaning that only best practices of quality services will prevail. All interpretations of this RFP shall be made on the basis of this statement.

LIMITATIONS: Any Proposer currently held in abeyance from or barred from the award of a federal or state contract may not contract with Integral Care.

CONSIDERATION: For a Proposal to be considered, the Proposer must meet Integral Care’s requirements, demonstrate the ability to perform successfully and responsibly under the terms of the prospective Contract, and submit the completed Proposal according to the time frames, procedures, and forms stipulated by Integral Care. Additionally, Proposers shall, at a minimum, be currently licensed/certified, where applicable, to provide the Software.

CONFLICT OF INTEREST: No public official shall have an interest in any Contract, in accordance with the Texas Local Government Code Title 5, Subtitle C, Chapters 171 and 176.

ETHICS: Proposer shall not offer to or accept any gifts of value from, or enter into any business arrangement individually with, any employee, official or agent of Integral Care.

INDEMNIFICATION: Any Successful Proposer shall defend, indemnify, and save harmless Integral Care, and all of its trustees, officers, agents, and employees from all suits, actions, or other claims of any character, name and description (including, without limitation, any judgment cost awarded against and reasonable attorney’s fees incurred by Integral Care) brought for or on account of any losses, injuries or damages either allegedly or actually received or sustained by any entity, persons, or property as either a direct or indirect result of the actions or omissions of the Successful Proposer and/or its employees, contractors and agents, or of Successful Proposer’s non-compliance with the Contract.

ASSIGNMENT: Successful Proposer(s) shall not subcontract, sell, assign, transfer or convey its rights and/or obligations with respect to any Contract, in whole or in part, without Integral Care’s prior written consent.

INSURANCE: Successful Proposer(s) shall maintain, at all times during its performance under the Contract, insurance coverage in not less than the following amounts per policy year:

Worker’s Compensation: Must meet statutory limits. Worker’s Compensation policies shall also include a waiver of subrogation in favor of Integral Care;

Employer Liability: One million dollars ($1,000,000) per accident;

One million dollars ($1,000,000) per disease per employee;

One million dollars ($1,000,000) disease policy limit;

Cyber Liability: Coverage must include, in addition to such other coverages required by Integral Care, defense for liability from intellectual property infringement and loss of income;

such other insurance coverage, each to the extent required and in such amounts as may be reasonably required by Integral Care or as may otherwise be required by applicable law.

Each Successful Proposer is responsible for obtaining and maintaining any riders or other documents necessary to ensure that the coverage described above includes the Software. A legally qualified insurance company acceptable to Integral Care must underwrite all insurance coverage listed above. Each policy evidencing such coverage shall name Integral Care as an additional insured on that policy (but specifically excluding policies of personal automobile liability), and shall contain a provision (to the extent legally permitted) that the insurance company shall give Integral Care as a certificate holder thirty (30) days written notice in advance of (a) any cancellation or non-renewal of the policy, (b) any reduction in the policy amount, (c) any deletion of additional insureds, or (d) any other material modification of the policy. Successful Proposer(s) will name Integral Care as additional insured on each policy within 14 days of being awarded a Contract by Integral Care.

CRIMINAL AND BACKGROUND CHECKS: Successful Proposer(s) must ensure that no person will provide services under a Contract if that person has been convicted of any of the offenses listed in the Texas Health and Safety Code, Section 250.006(a).

ELIGIBLILITY TO WORK IN THE UNITED STATES: Successful Proposer(s) must ensure that each person who provides services under a Contract is eligible to work in the United States at the time he/she provides such services, and shall document such eligibility using USCIS Form I-9 for all such persons and maintain such documentation for at least six (6) years after the Contract ends, and make such documentation available to Integral Care upon request.

SELECTION OF SUCCESSFUL PROPOSER(S)

1) Selection of the Successful Proposer(s), if made, will be based upon demonstrated competence, knowledge, qualifications and reasonableness of the proposed fee, where applicable, for the Software as evidenced by any Successful Proposer’s qualified Proposal.

2) Integral Care will make a good faith effort to contract with Historically Underutilized Businesses.

3) Issues concerning a specific Proposal(s) may be addressed by Integral Care either in writing or through an individual telephonic, electronic or in-person meeting(s) with each applicable Proposer after an initial review of all Proposals. The meeting(s), if necessary, will be held after the Proposal Submission Date, and no Proposer participating in any such meeting shall be given information that would give that Proposer a competitive advantage over any other Proposer.

4) A selection(s), if made, will be based on the Proposal(s) that provides best value to Integral Care.

5) Integral Care reserves the right to enter into multiple Contracts with respect to the provision of the Software.

6) Proposals will be scored by the point system listed in the table below:

PERFORMANCE STANDARDS AND COMPLIANCE

1) Any of Successful Proposer’s Software and/or services provided under a Contract will be of a standard quality and level of professionalism expected of those businesses engaged in the performance of similar products. The methods and means employed in the delivery of the Software must be of a standard that will withstand both public and private scrutiny, and be in compliance with all applicable laws, statutes, regulations and ordinances as may be amended from time to time including, but not limited to, the Civil Rights Act of 1964, as amended, and the Americans with Disabilities Act (“ADA”).

2) Successful Proposer(s) will ensure that no person, on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity or expression, genetic characteristics, age, disability, or veteran status will be excluded from participation in providing, or be denied the benefits of, the Software, or be subject to discrimination under any of the policies of the Texas Health and Human Services Commission or its related agencies (collectively, “HHSC”) or of Integral Care.

3) Integral Care reserves the right to retain all performance by any Successful Proposer, and to recover all consideration paid to any Successful Proposer pursuant to a Contract thus permitting forfeiture of such Contract, in the event that a Successful Proposer (a) was doing business at the time of submitting the Proposal or had done business during the 365 day period immediately prior to the date on which the Proposal was due with an undisclosed key person, (b) does business with a key person after the date on which the Proposal is due and prior to full performance of the Contract and fails to disclose the name of any such key person in writing to Integral Care prior to commencing business with such key person, or (c) fails to submit a completed Form CIQ (see Attachment B) if required to do so by Chapter 176 of the Texas Local Government Code. A Key Persons List is attached to this RFP as Attachment A.

4) Successful Proposer(s) shall furnish the Software and all related services in a prompt, efficient, and professional manner. If any Successful Proposer does not provide the Software and all related services within the Contract requirements, Integral Care reserves the right to solicit and/or procure any or all such Software outside the Contract and/or terminate the Contract.

5) Unless stated otherwise in this RFP, Successful Proposer(s) will provide at its sole cost all necessary supplies, equipment, software, technology support and other items in order to furnish the Software properly as defined in the Contract.

6) Any Contract may be terminated without penalty for any reason or without cause by Integral Care by submission of written notice of at least fifteen (15) days.

7) Successful Proposer(s) must have and maintain at all times during the existence of any Contract any and all required federal, state, and/or local licenses, permits and/or permissions with respect to the Software.

8) Successful Proposer(s) will comply with Section 2155.4441 of the Texas Government Code, which requires that products and materials used to provide the Software be produced in the State of Texas when available at a price and time comparable to products and materials produced outside of Texas.

9) Any Contract may be prepared by Integral Care at its sole election, and may contain provisions that are not described in this RFP.

10) Successful Proposer(s) shall be required to verify eligibility to work in the United States using USCIS Form I-9 for all employees who will provide services under a Contract .

11) E-Verify is an Internet-based system that allows businesses to determine the eligibility of individuals to work in the United States. Integral Care requires proof of US citizenship or other authorization required by law to legally work in the United States for all of any Successful Proposer’s staff who will provide services under a Contract. Successful Proposer(s) is required to submit I-9 verification information through the E-Verify system on each new employee who will provide Services under the Contract. For more information or to sign-up with E-Verify go to: www.uscis.gov/e-verify.

12) Successful Proposer(s) shall ensure all its staff will be at least eighteen (18) years of age and have a high school diploma or GED and demonstrate the abilities, skills, knowledge and competencies necessary to perform assigned duties. Unless approved by Integral Care in writing, all staff assigned by Successful Proposer(s) to perform services under a Contract must be Successful Proposer’s staff and Successful Proposer(s) must have the right to hire, fire and supervise those staff. Any of a Successful Proposer’s subcontractors/subcontractor staff must be approved in advance by Integral Care.

PROPOSAL INSTRUCTIONS AND GUIDELINES

To facilitate the evaluation of Proposals, Proposers must prepare their responses to Sections I - VI (below) in the format and sequence specified below. Respond specifically to each question posed. Do not simply make a general reference to any other document included with the Proposal. Failure to comply with this requirement could result in the Proposal being rejected by Integral Care in its sole discretion. Proposer may attach additional materials as necessary to provide supporting information and details. Catalogs or brochures about Proposer’s services may be included as an addendum to the Proposal but not in place of specific responses to each item below. If the question does not apply to either Proposer or the Proposal, clearly mark “n/a”.

I. GENERAL INFORMATION ABOUT PROPOSER.

A. Each Proposal MUST be accompanied by a signed, original Assurances Document and, if required, a Form CIQ (Attachment B).

B. Each Proposer MUST also respond to each of the following items completely by restating each item/question exactly as written and then providing a response.

i. Provide the name, legal status (e.g. sole proprietorship, partnership, corporation, etc.), address and contact telephone number of Proposer. Provide the name of all persons owning a 5% or more interest in Proposer’s business.

ii. Provide copies of any and all of Proposer’s required federal, state, and/or local licenses and/or certifications required with respect to the Software. Label as Exhibit I.B.ii.

iii. List all licenses, certifications or professional affiliations for Proposer and all staff identified for this Proposal, include date of original certification/licensure and current certification/licensure expiration date. Identify if Proposer has ever been sanctioned or had any license/certification suspended by the licensing/certifying entity. Label as Exhibit I.B.iii.

iv. Provide the names, telephone numbers, addresses and individual contact names of at least three (3) business references for whom Proposer provides or has provided software in Travis County, Texas that is similar to the Software.

v. Attach a copy of the Proposer’s organizational chart, including names, titles and vacant positions, clearly indicating who will be the main point of contact with respect to any Contract. Label as Exhibit I.B.v.

vi. Does Proposer meet the requirements for qualification as a Historically Underutilized Business (“HUB”)? If so, please describe how Proposer meets those requirements. Attach a copy of any current HUB certificate to this Proposal. For purposes of this RFP, HUB has the same definition as does a “historically underutilized business” in Section 2161.001(2) of the Texas Government Code. Label as Exhibit I.B.vi.

vii. Attach a copy of Provider’s Articles of Incorporation and any 501(c) (3) certificate, or other bylaws/governing documents as applicable. Label as Exhibit I.B.vii.

II. FINANCIAL.

A. If any change in ownership of Proposer is anticipated during the twelve (12) months following the Proposal Submission Deadline, the Proposer must describe the circumstances of such change and indicate when the change is likely to occur.

B. Describe prior arrangements or any potential plans to subcontract part or all of the Proposer’s provision of the Software. All subcontracts must be approved by Integral Care, at its sole discretion. Name all proposed subcontractors and provide the information on their staff credentials, licenses and certifications as provide for Proposer’s staff.

III. RISK PROFILE.

A. Is Proposer currently or has Proposer, within the last five (5) years, been under investigation, or had a license or accreditation revoked by any state/federal/local authority or licensure agency? If yes, describe in detail.

B. State whether Proposer is currently or has ever been a defendant or party to a lawsuit. If “yes”, provide the cause number, names of parties, name of the court in which the lawsuit was filed, pertinent dates and a detailed explanation of the nature of the lawsuit and the ultimate disposition of the lawsuit.

C. Has Proposer had any judgments or settlements entered against it in the last ten (10) years? If yes, describe in detail.

D. State whether Proposer is currently on or has ever been placed on vendor hold by any agency or business. If “yes”, provide pertinent dates and a detailed explanation.

E. Attach any current Certificate of Account Status from the Texas Secretary of State which shows that Proposer is in good standing or that it is exempt from the state franchise tax. Label as Exhibit III.E.

F. Is Proposer currently held in abeyance or barred from the award of a federal or state contract? Has this occurred in the last 5 years? If yes, describe in detail.

G. Has Proposer ever filed bankruptcy? If yes, describe in detail.

H. Has Proposer or any of its affiliates ever had contracts cancelled by state, federal or local governmental entities? If yes, describe in detail.

I. Attach Certificate(s) of Insurance showing Proposer’s current insurance coverage, with coverage to be at minimum those amounts described in the “Insurance” portion of the “Conditions” section, above. Label as Exhibit III.I.

IV. SOFTWARE.

A. Technical Specifications

i. Describe in detail how the Software connects to and accesses Client data from the EHR, and retrieves health insurance information for each Client.

ii. Describe in detail the Software’s ability to securely interface with and extract necessary information from multiple health insurance provider portals.

iii. Describe in detail the Software’s ability to perform daily comparisons between the most-currently verifiable, correct health insurance information in the EHR, and the data available on health insurance provider portals.

iv. Describe in detail the Software’s ability to automatically update the EHR with the most-currently verifiable, correct health insurance information as found on the health insurance provider portals.

v. Describe the Software’s ability to detect any inconsistencies or discrepancies between the EHR data and the health insurance portal information.

vi. Describe in detail the Software’s ability to provide regular reports or notifications about any discrepancies found and the updates made, and ability to allow for manual adjustments by Integral Care, if needed.

vii. Does the Software comply with all applicable HIPAA standards? Describe any other applicable regulatory requirement with which the Software complies or does not comply.

viii. Does the Software allow Integral Care to easily add access to new payer portals when needed and accommodate EHR changes and updates?

ix. Does the Software implementation include dedicated training and support during the initial set-up with routine support for up to six months after going live? Does the Software feature routine support to follow such implementation with the flexibility to troubleshoot specific issues as requested by Integral Care?

B. Integration and Usability

i. Describe in detail the Software’s integration with the following: Microsoft Office365 and NetSmart’s myAvatar (EHR).

ii. Describe the Software’s integration with Microsoft Active Directory to provide single-sign-on for Integral Care staff.

iii. Describe the Software’s ability to control access to project-relevant documentation.

iv. Describe the Software’s mobile features and indicate if the Software is browser-agnostic and platform-agnostic.

v. Describe the Software’s browser requirements and list all supported browsers.

vi. Describe any hardware requirements for the Software.

vii. Describe any software or third-party plug-ins or apps requirements needed for full use of the Software.

viii. Describe service level agreements (SLAs) for the Software. Describe escalation and resolution process on the issues identified.

C. Security

i. Describe the Software’s cloud security standards.

ii. Describe how the Software can connect with and use Integral Care's current security systems and processes for setting up its new users.

iii. Describe in detail cloud deployment of a separate instance of the Software for Integral Care only.

iv. Describe where the Software’s cloud data center is hosted and stored.

v. Define access protocols supported by the Software (e.g.:https://).

V. PRICING:

Describe each fee or other cost that Integral Care would be required to pay for the Software under the terms of the Proposal.

VI. DISCRIMINATION, ACCESSIBILITY AND EQUAL PAY:

A. Discrimination

Please describe how Proposer actively works towards preventing discrimination in its workplace on the bases of race, color, religion, sex, national origin, disability, age, genetic information and veteran status.

B. Accessibility

How does Proposer comply with the Americans with Disabilities Act in its workplace and with respect to its website, and how does Proposer ensure that its products or services are accessible to individuals with disabilities, underserved communities, and other vulnerable populations?

C. Equal Pay

Please describe how Proposer complies with the Equal Pay Act of 1963 and other laws and regulations that prohibit discrimination based on sex in the payment of wages.

ATTACHMENT A

Key Persons List – February 18, 2025

ATTACHMENT B

ASSURANCES DOCUMENT

For purposes of this Attachment B, the term “local government officer” with respect to Integral Care means a member of Integral Care’s Board of Trustees (see Attachment A), Integral Care’s Chief Executive Officer (see Attachment A), and/or an agent of Integral Care who exercises discretion in the planning, recommending, selecting, or contracting of the Contract (see Attachment A). The term “local public official” with respect to Integral Care means a member of Integral Care’s Board of Trustees (see Attachment A), or another agent of Integral Care who exercises responsibilities beyond those that are advisory in nature (see Attachment A).

The term “family member” means a person related to another person within the first degree by consanguinity or affinity, as described by Subchapter B, Chapter 573 of the Texas Government Code. The term “family relationship” means a relationship between a person and another person within the third degree by consanguinity or the second degree by affinity, as those terms are defined by Subchapter B, Chapter 573, Texas Government Code.

Proposer Assures the Following:

1. Proposer has received all addenda and attachments to the RFP as distributed by Integral Care.

2. Proposer will not make any attempt to induce any person or firm to submit or not submit a Proposal.

3. Proposer will ensure that no person on the basis of race, color, national origin, religion, sex, age, sexual orientation, gender identity, genetic characteristics, veteran status, disability or political affiliation, will be excluded from participation in, be denied the benefits of, or be subject to discrimination with respect to any Contract, under any of the policies of HHSC or Integral Care. Proposer does not discriminate in its service or employment practices on the basis of race, color, religion, sex, sexual orientation, genetic characteristics, national origin, disability, veteran status, age or political affiliation.

4. Proposer accepts the terms, conditions, criteria, and requirements set forth in the RFP.

5. Proposer accepts Integral Care’s right to alter the timetables for procurement as set forth in the RFP.

6. The Proposal submitted by Proposer has been arrived at independently without consultation, communication, or agreement for the purpose of restricting competition.

7. Unless otherwise required by law, the information in the Proposal submitted by Proposer has not been knowingly disclosed by Proposer to any other Proposer.

8. No claim will be made for payment to cover costs incurred in the preparation or the submission of the Proposal or any other associated costs.

9. The individual signing this Assurances Document is authorized to legally bind Proposer.

10. Proposer agrees to follow all applicable federal, state, county, and local laws, regulations, codes, standards, and all applicable Integral Care policies and procedures if chosen as a Successful Proposer.

11. No employee, local government officer or any family member thereof has directly or indirectly received any gift(s) with an aggregate value of more than $100 in the 12-month period preceding the date the local government officer becomes aware that Integral Care is considering entering into a Contract with Proposer, but excluding a political contribution defined by Title 15 of the Texas Election Code, or food accepted as a guest. If Proposer is unable to make this affirmation, then Proposer must disclose any knowledge of such interests by including a completed Form CIQ, a copy of which is attached to this Attachment B, with the submitted Proposal. See Attachment A.

12. Proposer does not have a family relationship with a local government officer of Integral Care. If such family relationship exists, Proposer must disclose any knowledge of such relationships by including a completed Form CIQ, a copy of which is attached to this Assurances Document with the submitted Proposal. See Attachment A.

13. Proposer does not have any employment or business relationship with any corporation or other business entity with respect to which any local public official of Integral Care or any family member thereof serves as an employee, officer or director, or holds an ownership interest and no local public official of Integral Care or family member thereof has an employment or business relationship with Proposer or holds an ownership interest in Proposer. If Proposer is unable to make this affirmation, then Proposer must disclose any knowledge of such relationships in a written statement included with this signed Assurances Document.

14. Proposer shall disclose in a written statement included with this signed Assurances Document whether any of the directors or personnel of Proposer has either been an employee or a trustee of Integral Care within the past two (2) years preceding the date of submission of the Proposal. This requirement applies to all personnel, whether or not identified as a Key Person. If such employment has existed, or any term of office been served, include in the written statement the nature and time of the affiliations as defined.

15. Proposer does not have any employment or business relationship with any corporation or other business entity with respect to which any local government officer of Integral Care either serves as an employee, officer or director, or holds an ownership interest of one percent or more, and no local public official of Integral Care or family member thereof has an employment or business relationship with Proposer, or holds an ownership interest in Proposer. If Proposer is unable to make this affirmation, then Proposer must disclose any knowledge of such relationships by including a completed form CIQ, a copy of which is attached to this Attachment B, with the submitted Proposal. See Attachment A.

16. No former employee or officer of HHSC and/or Integral Care directly or indirectly aided or attempted to aid in procurement of Proposer’s service.

17. No local government officer or family member thereof is receiving or is likely to receive taxable income, other than investment income, from Proposer. If Proposer is unable to make this affirmation, then Proposer must disclose any knowledge of such relationships by including a completed form CIQ, a copy of which is attached to this Attachment B, with the submitted Proposal. See Attachment A.

18. Under Section 231.006, Family Code, the vendor or applicant certifies that the individual or business entity named in this contract, bid, or application is not ineligible to receive the specified grant, loan, or payment and acknowledges that this contract may be terminated and payment may be withheld if this certification is inaccurate. For purposes of the foregoing sentence, “vendor or applicant” shall mean Proposer; contract, bid or application shall mean the Proposal; and “this contract” shall mean any Contract awarded to a Successful Proposer(s) pursuant to this RFP.

19. Proposer is not currently held in abeyance or barred from the award of a federal or state contract.

20. Proposer is currently in good standing for payment of all applicable state tax.

21. Proposer is in good standing with all state and federal funding and regulatory agencies; is not currently debarred, suspended, or otherwise excluded from participation in federal, state, county or city contract or grant programs; is not delinquent on any repayment agreements; has not had a required license or certification revoked; has not had a contract terminated by HHSC; and has not voluntarily surrendered an obligation issued by HHSC or any other entity within the past three (3) years.

22. Proposer agrees to provide the Software described in this RFP at the rate(s) of payment described in the Proposal.

23. Proposer is a reputable company regularly engaged in providing products and/or services necessary to meet requirements, specifications, terms and conditions of the RFP.

24. Proposer has the necessary experience, knowledge, abilities, skills, and resources to satisfactorily perform the requirements, specifications, terms and conditions of the RFP.

25. This Proposal shall remain in full force and effect until June 1, 2025 and may be accepted by Integral Care at any time prior to this date.

26. The requirements of Subchapter J, Chapter 552, Government Code, may apply to the Contract and Proposer agrees that the Contract can be terminated if the Proposer knowingly or intentionally fails to comply with a requirement of that Subchapter.

Proposer’s Full Legal Name

Signature of Proposer’s Authorized Representative

Printed Name and Title of Proposer’s Authorized Representative

Date image1.png image2.emf image3.emf