Exhibit_4_-_Bidder_Evaluation_Guide.xlsx

XLSX spreadsheet 21 KB Posted

Attached to
RFP HSA Administrator
Solicitation number
EV00000906
Issued by
Oklahoma County, Hobart City, Oklahoma

About this file

This is a Bidder Evaluation Guide developed by the Office of Management and Enterprise Services (OMES) Central Purchasing division on behalf of the Oklahoma Health Care Authority Employees Group Insurance Division for the procurement of an HSA Administrator. The evaluation guide establishes comprehensive criteria for assessing bidder responses to provide Health Savings Account (HSA) administrative services for members enrolled in the HealthChoice High Deductible Health Plan (HDHP). Bidders must address mandatory requirements outlined in Attachment A and respond to evaluation criteria covering general terms, licensing, customer and account services, financial investments, customer service capabilities, employer administration functions, enrollment and eligibility processes, banking services, statement delivery, financial administration, marketing and communications strategies, reporting capabilities, and audit readiness. The guide requires bidders to disclose conflicts of interest, prior litigation, contract cancellations, data security breaches, and investigations related to governmental payments for healthcare services within specified timeframes.

The evaluation framework encompasses detailed operational specifications including 24/7 online account access for HSA owners, debit card functionality, investment options with rate-of-return details, representative availability for educational meetings at no cost, and comprehensive customer service delivery through multiple channels with specified response times. Bidders must demonstrate capability to handle pre-tax and post-tax contributions across potentially more than 900 separate payroll systems and Section 125 plans, provide rollover processing from other HSAs, deliver regular member communications and statements, support tax reporting including 1099-SA and Form 5498-SA forms at no additional cost, and accommodate customized communications. The guide requires bidders to provide samples of enrollment materials, website access information, competitive analysis tools for members, and detailed marketing and communication timelines appropriate to a compressed implementation schedule.

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Attachment_D_-_IT_Terms.docx DOCX document
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Attachment_A.pdf PDF
Attachment_C-_EGID_Agency_Terms.docx DOCX document
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Exhibit 04 This exhibit is a structured evaluation guide to ensure consistent review and scoring of Bidder responses.

Bidders must provide all the required information within this Evaluation guide in coordination with it's response to Attachment A, Mandatory Requirements.

Bidder may provide its response to the below questions within this Exhibit template, or included with Bidders response to Attachment A.

SectionCOMMENTS
General Terms
Disclose any apparent or potential conflict of interest or affirm that there are none.
Disclose any prior lawsuits and litigation, violations of administrative rules and hearings, or any lawsuits and litigation threatened or impending, involving itself and the State of Oklahoma or any political agencies, and/or any state officer and/or any state employee acting in the capacity of a state employee, unless prohibited by securities laws.

(i) If the aforementioned information is determined to be confidential, provide a statement of that fact.

(Disclose any settlements, compromises or Judgments of Record resulting from the foregoing described litigation or administrative proceedings for the past five (5) years or affirm there are none.

(i) If the aforementioned information is determined to be confidential, provide a statement of that fact.

Disclose contract cancellations or negligent causes of action that arose from work performed that is the same or similar to work identified in the Section 11 of Attachment C that was initiated by persons or entities other than the Bidder and resulted in a settlement with or judgment against the Bidder in any jurisdiction in the United States in an amount of One Hundred Thousand Dollars ($100,000) or more within the previous five (5) years, or affirm there are none.

Disclose any data security breaches and any HIPAA security breaches that were reported to any federal or state authority by the Bidder within the previous three (3) years.

Disclose any past or pending investigation, legal actions, administrative actions, or matter subject to arbitration brought involving the Bidder (and Bidder's parent firm if applicable), including any key management or executive staff, over the past three years on matters relating to payments from governmental entities, both federal and state, for healthcare and/or prescription drug services. The disclosure should include an explanation as well as the current status and or disposition.

License
Bidder must provide a copy of current Certificate of Good Standing or other official documentation evidencing authority to conduct business in Oklahoma, including any required regulatory licensure applicable to HSA administration.
Customer & Account Services
Account Management
Describe the HSA owners' 24/7 online access to account information and educational material.
Describe how HSA Owners can access the following:

1. Check balance and personal information.

2. Pay medical expenses online.

3. Review lists of eligible expenses.

4. Use tools and calculators.

5. Get answers to common questions.

6. Order additional debit cards.

7. Make a one-time or recurring contribution to their HSA (current or prior year).

8. Select automatic transfers to investments.

9. View online tax documents and monthly statements.

Describe in detail an HSA debit card that allows Members to pay for medical expenses directly from their account.
Describe any additional account management services available and associated fees.
Financial Investments
Detail the Bidder’s current investment options available to HSA Owners and the associated rate of returns.
What is the threshold balance the account must reach before investment options are available?
Customer Service
Is the Bidder willing to send a representative, at no cost to perform post-enrollment, ongoing educational meetings if requested?
Describe what the Bidder will provide as customer service to Members along with the associated processes, response times, and any guarantees:

1. Members

a. Telephone

b. Email

c. Letters

d. Website

e. Other (describe)

Customer Service tools
Does the Bidder have a website available for HSA owners? If so, please provide the website address and "guest" password, if needed, or a website demo link.
Does the Bidder provide website demo for Members considering an HSA prior to the open enrollment election period? If "Yes" does this demo include a tool for employees to compare out-of-pocket cost impact to other available plans, including contributions, copays, deductibles, coinsurance, etc. (i.e. a decision "wizard")?
Please explain how the Bidder will assist Members who do not have access to the internet. Specify if there are alternative means for Members who are not internet-capable to access the same level of information and services available to on-line Members.
Employer Administration
Will all applicable tax-reporting forms be issued at no additional cost? If no, detail cost structure.
Describe and provide examples of documents employers will need to sign to participate in this process for purposes of pre-tax contributions.
What services can the Bidder provide to employers for purposes of testing for comparable contributions for comparable participating employees under IRC Section 4980G and applicable regulations?
Enrollment & Eligibility
Is the Bidder willing to send a representative, at no cost, to perform educational sessions and enrollment meetings at client sites, to ensure understanding of the HAS if this is requested?
Please indicate the Bidder's willingness to provide detailed enrollment materials that educate Members about how to use an HSA.

1. Indicate the method by which these materials are made available (paper vs. electronic, mail vs. client distribution).

2. Does the Bidder provide enough print materials for all potential Members and at what cost?

3. Provide a sample of all enrollment materials.

Banking Services
Detail how the HSA fund balance can be accessed by the Member.
What administrative fees to the HSA owners are associated with methods of access?
Will the HSA accept rollovers from other HSAs? If so, describe the process for this transfer.
Are there any delays before funds are accessible?
Statements
Describe the type of statements received by Members regarding activities and balances. Indicate whether the statements are paper or online, the frequency, and whether there are any associated fees.
Describe and provide samples of any investment account statements provided, along with the frequency and any associated fees.
Describe the Bidder’s tax reporting process and statements provided, including 1099-SA and Form 5498-SA.
Financial Administration
By what means does the HSA Administrator support receipt and allocation of pre-tax contributions in HSAs (funds transfer with detail through FTP files or internet; ACH; other)?
Given that there is a potential for dealing with more than 900 separate payroll systems and Section 125 plans, describe the recommended processes to be used.
Describe how the Bidder will handle post-tax contributions to HSAs.
Marketing & Communications
Given the short time frame, provide communication plans and associated timelines for the following:

1. Introduction/announcement/education process for Members. Include examples of materials that would be presented to Members.

2. Member enrollment process. Include reference materials, flyers, questions and answers, web sites, interactive tools, comparison information, hotlines, webinars, etc.

What will be the typical communications to HSA owners on an ongoing basis following enrollment?
To what degree is the Bidder capable of customizing the information it provides to HSA owners?
Reporting
Describe your ability and experience with providing the required reporting.
Audits
Describe Bidder's ability and willingness to meet these requirements, and any experience related to similar audit requests.

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