ESBD_File_343291_HHS0013596 Solicitation Addendum 3.pdf

PCS 134 HHS Responses to Questions

Effective Date 06/26/2015 Version 1.00 Page 1 of 13 Revision Date 09/13/2023

Solicitation Title: Credentialing Software and Maintenance

Solicitation Number: HHS0013596 – Addendum 3

# Reference Question Response

1. General Whether companies from Outside USA can apply for this? (like, from India or Canada)

Eligible respondents must be able to conduct business with the State of Texas and comply with all contract requirements (e.g., data storage location requirements in Section 7(g) (Location of Data) of Exhibit G – Credentialing Software Statement of Work), or TX-RAMP certification requirements in Section 15 (Texas Risk and Authorization Management Program (TX-RAMP)) of Exhibit G – Credentialing Software Statement of Work, Addendum 1). Companies with multiple locations, ownership, are not prohibited from applying.

2. General Whether we need to come over there for meetings?

A single in-person meeting in Austin, Texas for training is required. Will be determined in awarded contract.

3. General Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada)

Vendor staff might be able to perform tasks remotely based upon their own systems robustness, security, and their staff availability.

4. General Can we submit the proposals via email?

See Section 1 (E-mail submission) of Appendix A - Submission Instructions.

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# Reference Question Response

5.

Exhibit G,

3. Description of Services;

Item c. Provide credentialing services to all State Hospitals

Are you in need of credentialing services to complete the provider credentialing at each hospital? Or are you looking for just credentialing software so a Texas HHS employees can complete the credentialing process at each hospital?

HHS is seeking a credentialing subscription software so that Texas HHS employees can complete the credentialing process at each hospital. Credentialing services provided by a credentials verification organization is not within scope of this Solicitation.

6.

Exhibit G,

3. Description of Services;

Bullet c. Provide credentialing services to all State Hospitals

How many active and inactive providers will need to be loaded and credentialed in the software?

Under 500 active providers. Only Active providers will be uploaded.

7. General Can you please describe the total count of credentialed providers in a distribution that shows the number of affiliations at each of the 12 Texas state hospital/facilities?

HHSC is uncertain as to the question posed in Question No. 7 and, therefore, is unable to provide a response.

8. IFB Cover Page Do you have flexibility on the response submission since the answers are due back to vendors on 12/5 and the full submission is currently due less than a week later on 12/11?

See Addendum No. 2

9. Exhibit G, 6. Key Milestones

With respect to your desired go-live date of Jan 1, 2024, do you have flexibility in the implementation date(s) to accommodate the work required, or possibly open to a phased approach to ensure success?

A phased approach to ensure success of the implementation of the system is optimal. See also Exhibit G (Credentialing Software SOW) as updated in Addendum No. 1.

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# Reference Question Response

10.

Exhibit G, 15.

Texas Risk and Authorization Management Program (TX-

RAMP

Do you have flexibility in providing proof of compliance with TX-RAMP prior to contracting, and if so, is there an acceptable project schedule outline you can share?

Bidder must provide evidence that it is TX-RAMP certified as required by the IFB or proof prospective vendor has provisional certification along with the anticipated timeframe for full certification. DIR TXRAMP Manual v3 is effective 12/1/2023.

11. General

Our organization supports health systems and health plans by delivering an innovative Provider Lifecycle Management solution via a software platform with imbedded services. Would your organization be willing to consider such a model to support your migration of data and processes from paper to electronic files?

HHSC is looking for an electronic cloud-based hospital credentialing system that allows our state hospital medical staff offices to electronically send out medical staff appointment application packets, providers to complete the packet/upload supporting documentation, track licensure expirations, pull and store required primary source verifications, provide templates for peer refences, affiliation verifications, primary source verifications, create reports for expiring privileges/licensures/appointments, initiate reappointments, have an Ongoing Professional Practice Evaluation (OPPE) component for supporting reappointment documentation with a web crawler function for in software data pulls.

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# Reference Question Response

12.

Exhibit G, 15.

Texas Risk and Authorization Management Program (TX-

RAMP)

Does this solicitation require the vendor to be either TX Ramp or Fed Ramp certified?

See Section 15 (TX-RAMP) of Exhibit G (Credentialing Software SOW) as updated by Addendum No. 1.

13. General Can you please tell me that you are looking for specific a brand?

HHSC is looking for a software that best meets the needs of the state hospitals as outlined in the IFB.

Please see Section 3 (Description of Services) of Exhibit G, Credentialing Software SOW, Addendum 1.

14. Appendix A

What additional response details are you expecting beyond the attachments provided? We generally see a RFP response template document plus the attachments but this solicitation appears to imply that only the attachments should be submitted. Please advise.

This solicitation is an Invitation for Bid (IFB) not a Request for Proposal (RFP). See Appendix A – (Submission Instructions and Response Checklist) for required response information.

15. General What system/solution is currently used for this credentialing?

100% paper and file-based credentialing.

16. General Do you already have a vendor in place for Background Record Checks that we will need to integrate with?

Integration for background record checks is not within scope of this Solicitation.

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# Reference Question Response

17. General Do you want the vendor to do the actual credentialing of just provide the technology platform/system?

HHSC is seeking credentialing subscription software to be used by Texas HHS employees.

Credentialing services provided by a credentials verification organization is not within scope of this Solicitation.

18. General How many integrations will be required? What are those systems?

HHSC is uncertain as to the question posed in Question No. 18 and, therefore, is unable to provide a response.

19. General Do you have a cloud platform preference?

The solicitation does not specify a specific cloud platform. See also Section 15 (TX-RAMP) of Exhibit G (Credentialing Software SOW).

20.

Exhibit G, 5.

Deliverables, Item a

How many professions need to be credentialed?

Type and volume annually?

Six (6) professions need to be credentialed:

Physicians, Dentists, Advanced Practice Registered Nurses (APRNs), Physician Assistants, Optometrists, and Podiatrists. In FY23, our medical staff offices credentialed 198 providers. In FY21=238 and FY22=212.

21.

Exhibit G, 6.

Key Milestones, Item a and Item b

What are you expecting by 1/1/2024 and 3/31/2024? Please provide more details. We have interpreted that the system needs to be live and in production 3/31/2024 but the 1/1/2024 requirements do not align.

See Exhibit G (Credentialing Software SOW) as

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# Reference Question Response

22.

Exhibit G, 10.

Implementation -Vendor Credentialing Enterprise, Item a and b

I see an 8-12 week project timeline. What is included in this timeline (eg where did 8-12 weeks come from?) How does it align with the 1/1/2024 requirements vs. the 3/31/2024 requirements?

See Exhibit G (Credentialing Software SOW) as updated in Addendum No. 1.

23.

Exhibit G, 5.

Deliverables, Item g

What potential specialties might be added to the list of provider types that would require additional areas/parameters of evaluation in order to be credentialed; that could involve additional database or certification searches other than those listed here?

HHSC state hospital bylaws outline the following providers as members of the medical staff;

physicians, APRNs, physician assistants, dentists, optometrists, and podiatrists. Additional specialties would not be added unless there was a state change in specialty licensure that would require an HHS bylaw change.

An example would be psychologists being granted prescriptive authority by the State of Texas.

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# Reference Question Response

24. Exhibit G, 6.

Key Milestones

This schedule would allow three weeks for contract negotiation/signature and product design, build, implementation and testing. If the start date of 1/1/24 indicates a “go live” date, this schedule would only be plausible in the case of an incumbent credentialing software tool, or one that has already been designed and tested in the environment. Can HHSC clarify its intended design, build, implementation and testing timeline objectives for credentialing software products that are not presently installed and/or designed and tested in HHSC’s environment?

HHSC does not currently have a system that it uses. HHSC desires to utilize a cloud-based solution similar to other subscription type services that are utilized by businesses and governments across the globe. Designing a product is not within the scope of this Solicitation. Testing the internet connectivity should not be an issue to a public facing website, and with secure login to an account, should be seamless.

This Solicitation is an Invitation for Bid (IFB) not a Request for Proposal (RFP). Negotiations are not permitted in this procurement method. However, if there is only one qualified bidder then HHSC may negotiate with the sole bidder, including price, provided the negotiation does not result in a material change to the advertised specifications.

See also Exhibit G, Credentialing Software SOW, Addendum No. 1.

25.

IFB

Procurement Schedule

The current Procurement Schedule notes that HHSC will post responses to questions of clarifications on ESBD on 12/5/23, and that IFB responses are due three business days later, on 12/11/23. Will HHSC consider a due date extension of three weeks to allow vendors to incorporate new information resulting from Q&A to be incorporated into their solution and IFB response; accommodate the holiday period and provide HHSC with a more competitive field from which to choose a qualified vendor?

See Addendum No. 2.

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# Reference Question Response

26.

Exhibit H, HUB Subcontracting Plan

Within the Historically Underutilized Business (HUB) Subcontracting Plan (HSP) Requirements, para 1.5.2.4, the requirement is “written notifications to a minimum of two HUB trade organizations and/or business development centers that predominantly serve members of economically disadvantaged groups (e.g., Asian- Pacific Americans, Black Americans, Hispanic Americans, Native Americans, American Women, and service-disabled veterans as defined by 38 U.S.C. § 101(2)) to assist in identifying and marketing to potential HUBs by disseminating the subcontracting solicitations to their respective membership/participants”. Is this to be interpreted to mean that any American Woman or SDVOSB will be considered a HUB for purposes of this procurement?

Only if registered as a Texas certified HUB vendor.

27.

Exhibit H, HUB Subcontracting Plan

We are a Texas-based SBA certified SDVOSB.

Our partner (and subcontractor for the TX HHS requirement) is a Texas-based WOSB. We are both in the process of applying for the Texas HUB Program but certification is lead-time away and will not be complete before the response due date. Are we still required to complete the HSP?

Yes, as stated in Section 8 (HUB Subcontracting Plan (HSP) Requirements) of the Solicitation and Exhibit H (Historically Underutilized Business (HUB) Subcontracting Plan (HSP) Requirements) to the Solicitation, Responses received without a properly completed and compliant HSP will be disqualified

28. General What is the average number of health care providers who will be processed through the system?

Under 500 currently.

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# Reference Question Response

29. General

Is TX HHS in need of Credentialing Specialists to oversee the processes of the software, or will in-house specialists employed by TX HHS or the state hospitals be managing this within the new software?

HHSC is seeking credentialing subscription software to be used by Texas HHS employees.

Credentialing services provided by a credentials verification organization is not within scope of this Solicitation.

30. General Will existing data need to be migrated into the Credentialing software? If so, from which platform and in what format is this data coming?

Yes; HHSC will be migrating active providers into the system. It is currently estimated under 500 providers. These are all 100% paper and file-based systems currently.

31. General Does TX HHS wish to have a white label version of the solution with customized branding?

No, a white label version of the solution with customized branding is not in the scope of this Solicitation

32.

Exhibit B-1, Security and Privacy Initial Inquiry (SPI)

Exhibit B-1 needs a key to unlock it. What is the key?

Another copy of Exhibit B-1 was sent to vendor.

33. Exhibit G, 6.

Key Milestones

The go-live date states January 1, 2024 but it also says the start date is January 1, 2024.

Assuming the go-live date is incorrect, what is the actual go-live date?

See Exhibit G (Credentialing Software SOW) as updated in Addendum No. 1.

34.

Exhibit G, 10.

Implementation -Vendor Credentialing Enterprise, Item b

The SOW states the project is to take 8-12 weeks to implement. Is this time-frame flexible?

See Exhibit G (Credentialing Software SOW) as

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# Reference Question Response

35. IFB Cover Page

With questions being answered on December the 5th, can the due date of the response be extended?

See Addendum No. 2.

36. General Does HHSC have a preferred timeline for initial system implementation? When ideally does HHSC want to have this system “go live”?

See Exhibit G (Credentialing Software SOW) as updated in Addendum No. 1.

37. General

Is HHSC open to a phased implementation approach? If a phased implementation approach is acceptable, what is the desired order for which HHSC Programs are to be implemented?

See Exhibit G (Credentialing Software SOW) as updated in Addendum No. 1.

38.

Please elaborate upon any timing considerations for when specific programs / areas / functions will need to be fully transitioned to the new solution.

See Exhibit G (Credentialing Software SOW) as updated in Addendum No. 1.

39. General

What costs has HHSC incurred for the initial set up, ongoing maintenance, hosting, software licensing, support, and enhancements (i.e., “change orders”) over the lifetime of the current systems to be replaced by the new solution?

$0.00

40. General What presentations, software demonstrations and/or estimates / quotes has HHSC programs received related to this project and from whom?

Request for Information (RFI) HHS0012804 was posted on the Electronic State Business Daily website and resulted in nine vendor responses.

HHSC has not solicited quotes from vendors prior.

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# Reference Question Response

41. General

For data conversion requirements, please inventory all data sources, file formats, and size of the current data sets to be converted and migrated into the new system.

HSC is 100% paper and file-based credentialing.

HHSC has Adobe PDF documents. Microsoft Word, Excel, Outlook documents.

42. General What is HHSC’s budget for the initial system implementation?

This is an Invitation to Bid and the award is based on lowest responsive bid and Best Value. The budget cannot be disclosed.

43. General What, if any, amount of the budget is subject to expire by a certain timeframe and when? Please elaborate.

See Section 11 (Contract Term) of the Solicitation and the HHSC Uniform Terms and Conditions, Article III (State and Federal Funding) of Exhibit B to the Solicitation.

44. General What amount is being budgeted for ongoing support, software licensing, hosting, and support of the new system.

See response to Question No. 42.

45. General

Is HHSC desiring to have the option for staff to be trained on application administration to make changes, updates, and add new capabilities to the system after go-live? Or is HHSC anticipating the vendor to perform future updates and changes (such as addition of new license types, form configuration, business rule changes, etc.)

to the system?

HHSC requires the vendor to make future system updates to stay in compliance with state and federal law, regulation and statutes pertaining to the credentialing and privileging for hospital medical staff. HHSC requires the vendor to make future system updates to maintain functionality of their system. See Exhibit G (Credentialing Software SOW), Section 3. Description of Services.

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# Reference Question Response

46. General

Please provide an approximate number of tandard email/letter templates that will be used by HHSC that are to be integrated and automated by the system.

The requested information is undetermined at this time.

47. General

Please identify ALL other systems that the new solution will need to integrate with (i.e. payment processor, other systems such as financial, etc.)

along with an inventory of which interfaces will need to be wither a one-way (import or export) or two-way data exchange?

The new system will need to integrate with Microsoft Office programs, such as Word, Excel, Outlook. Adobe PDF files will need to be able to be integrated into the system. Two-way data exchange is required.

48. General Please provide the annual number of applications / renewals processed by HHSC.

The numbers of applications and renewals processed by HHSC may vary within a given year.

In FY23, medical staff offices credentialed 198 providers. In FY21=238 and FY22=212.

49. General Is HHSC expecting the vendor to incorporate a payment processor within the proposal, or provide recommendations?

A system that interfaces with system provider enrollment/insurance enrollment or the processing of any insurance claims is not within the scope of this Solicitation. Processing provider fess for medical staff membership is not within the scope of this Solicitation. Bidder is not prohibited from providing a quote for a system that includes an application to auto pull mandatory credentialing verifications that require a fee.

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# Reference Question Response

50. General

Please provide a breakdown of the number of HHSC employees that will be using the new solution by HHSC Program, role, as well as which ones will be performing mobile inspections.

(42) Medical Staff Office personnel total from all hospitals; ex., 1 medical staff coordinator, 1 administrative assistant, 1-2 medical director/assistant medical director/assistant clinical director x12 hospitals.

(1) Associate Commissioner for State Hospitals

(1) Chief Medical Officer for State Hospitals

(1) Medical Services Coordinator for State Hospitals

(1) HHSC Legislative Liaison

(46) Total Users

51.

IFB

Procurement Schedule

Given the complexity of the RFP, extensive requirements, etc. can the proposal due date by at least 2-4 weeks?

See Addendum No. 2.

52. General

Will the selected vendor have the opportunity to provide exceptions and/or alternative contract language during contract negotiations, or will vendors need to provide those within their respective proposals?

This is an Invitation to Bid and the award is based on lowest responsive bid response and Best Value.

Negotiations are prohibited (unless only one responsive bid is received, we may negotiate price). If exceptions are submitted, the bid response may not be accepted.

HHS0013596 Credentialing Solicitation Addendum 3