Medicaid Med Coordination ABD

State of Georgia State Entity: Georgia Department of Community Health Request for Proposals (“RFP”) Event Name: Medicaid Medical Coordination Program for the Aged, Blind, and Disabled eRFP (Event) Number: DCH0000099

1. Introduction

1.1. Purpose

Pursuant to the State Purchasing Act (Official Code of Georgia Annotated §§50-5-50 et seq.), this Request for Proposal (“RFP”) is being issued on behalf of the Department of Community Health (DCH) to establish a Contract with a qualified Offeror for the provision of a Medical Coordination Program for eligible Medicaid Members who are aged, blind or disabled (Members).

The selected Offeror may use one or more Subcontractors to deliver services throughout Georgia; however, DCH intends to sign only one Contract with the selected Offeror. To qualify for consideration, Offerors must meet the Mandatory Requirements established in RFP Attachment F.

Figure 1 provides high-level activities and anticipated dates for implementing the Medical Coordination Program.

Figure 1. Key Implementation Activities

· Deploy communication / education plan

· Conduct Medical Coordination Program Readiness Review(s) May - October 2014

DCH is in the process of applying for a 1932(a) State Plan Amendment to secure federal authority to implement the Medical Coordination Program. Should federal authority not be received at the time of implementation, DCH will operate in compliance with the Code of Federal Regulations and State Plan allowances until such authority is received.

Background The Department of Community Health (DCH) is the lead agency for Health Care planning, purchasing and oversight in Georgia. The Department’s Division of Medical Assistance is responsible for the administration of Georgia’s Medical Assistance Program (Medicaid), a jointly-funded cooperative venture between the federal government and the State which enables the State to provide medical assistance to low-income, individuals. As the Department’s largest division, Medicaid serves 1.8 million Georgians, and oversees program administration and funding for all Georgia Medicaid services.

The objective of this procurement is to obtain the services of a qualified Offeror to provide a Medical Coordination Program for Medicaid Members who are aged, blind and disabled as identified by Members’ Categories of Aid. The successful Offeror is expected to achieve DCH’s healthcare goals and Member health outcomes, serve as an administrative agent of the State, and develop and implement DCH-approved cost-effective Utilization programs. The Department is seeking innovative and value-based solutions to meet these objectives.

DCH's goals for this program are as follows:

1. Improve health outcomes for Members

2. Ensure appropriate Utilization of Health Care resources

3. Achieve long-term sustainable savings The methods that the selected Offeror shall minimally employ to achieve DCH’s goals include:

1. Provide Person-centered Medical Coordination for all eligible Members

2. Provide Intensive Medical Coordination services for targeted high-risk, impactable populations

3. Provide a Medical Home to coordinate and manage care for participants receiving Intensive Medical Coordination services

4. Provide Care Coordinators to assist eligible Members with obtaining needed medical services DCH will govern the procurement, development, implementation and operation of the Medical Coordination Program for the State of Georgia. DCH expects the selected Offeror to partner with other State agencies to coordinate the overlay of the proposed Medical Coordination Program with their programs and services. The successful Offeror must coordinate the provision of services with the partner State agencies, where applicable. Below are some of the key State agencies that the selected Offeror must involve in coordination efforts.

1. The Georgia Department of Human Services (DHS) is responsible for delivery of human services throughout the State. The Department serves all Georgia citizens through regulatory inspection, direct service and financial assistance programs. The 8,000 employees manage over 60 programs in all 159 counties. DHS includes three Divisions and seven Offices. The Divisions are: Division of Family and Children Services (DFCS), Division of Child Support Services (DCSS) and Division of Aging Services (DAS).

2. The Georgia Department of Behavioral Health and Developmental Disabilities (DBHDD) is responsible for providing treatment and support services to people with mental illnesses and addictive diseases, and support to people with mental retardation and related developmental disabilities. DBHDD serves people of all ages with the most severe and likely to be long-term conditions, including consumers with forensic issues. Services are provided across the State through contracts with 25 community service boards, boards of health and various private Providers, and through State-operated regional hospitals. The Divisions are structured by disability area and are as follows:[footnoteRef:1] Division of Mental Health, Division of Developmental Disabilities and Division of Addictive Diseases. [1: Information from the Department of Behavioral Health and Developmental Disabilities website: http://dbhdd.georgia.gov/.]

3. The Georgia Department of Public Health (DPH) is the lead agency in preventing disease, injury and disability; promoting health and well-being; and preparing for and responding to disasters from a health perspective. At the State level, DPH functions through numerous divisions, sections, programs and offices. Locally, DPH funds and collaborates with Georgia's 159 county health departments and 18 public health districts. DPH's main functions include: health promotion and disease prevention; maternal and child health; infectious disease and immunization; environmental health; epidemiology; emergency preparedness and response; emergency medical services; pharmacy; nursing; and volunteer Health Care. The Office of Health Equity, Vital Records and the State Public Health Laboratory are within the Department of Public Health.[footnoteRef:2] [2: Information from the Department of Public Health’s website: http://health.state.ga.us/. ]

Public Input Process and Analyses The procurement for a Medical Coordination Program for eligible Members is the result of extensive public input and program analyses. In August 2011, DCH began an effort to analyze the Medicaid program to identify opportunities to achieve efficiencies and to provide improved outcomes and quality of care for Members. These efforts include a transparent, collaborative process working with stakeholders through focus groups and ongoing taskforces to obtain insights about challenges and opportunities for improvement. Stakeholders with which DCH has collaborated include Medicaid Members, advocates, Providers, legislators and Offerors. DCH formed three task forces that meet regularly to provide input: Provider; Aged, Blind and Disabled; and Children and Families Task Forces. DCH also convened a Mental Health and Substance Abuse Workgroup. Common themes identified by these groups are as follows:

1. Due to the often chronic and serious nature of their health issues, the ABD Population – including individuals in long-term care and disability programs – would significantly benefit from intensive Care Management approaches.

2. Care Coordinators should be used to help all ABD Members obtain timely needed services.

3. A true focus on quality and outcomes is critical to the success of the Medicaid program.

4. A person-centered model with a holistic view of an individual’s needs is essential to quality outcomes.

5. The ABD population is not homogenous in terms of their medical needs. Some Members are aged or have a disability, but they are otherwise healthy. Other Members of the ABD population have high acuity levels and intense medical needs.

6. Due to the often chronic and serious nature of their health issues, the ABD Population – including individuals in long-term care and disability programs – would significantly benefit from intensive Care Management approaches.

7. Member linkages to Patient-Centered Medical Homes are strongly encouraged for those who have the highest level of needs.

8. Improved care coordination for Medicaid/Medicare dually-eligible Members is needed.

As part of its review of the Medicaid program, DCH also conducted significant data analyses. In FY2013 the ABD Population represented twenty-nine percent (29%) of Medicaid enrollment, but sixty percent (60%) (or a total cost of $5.2 billion) of Medicaid spending. Findings specific to ABD Populations in conjunction with Stakeholders’ feedback contributed to DCH recognizing the need for improved medical coordination for these Members. (See Offerors’ Library.)

In addition to these findings:

1. Georgia is ranked in the top five states in the nation in the use of psychotropic drugs by individuals in nursing homes. In 2012, a telephone outreach effort to thirty (30) nursing homes with the highest rates of inappropriate use of antipsychotics resulted in a thirty-six percent (36%) reduction in use in those homes.[footnoteRef:3] [3: Bonner, Alice. “Improving Dementia Care and Reducing Unnecessary Use of Antipsychotic Medications in Nursing Homes.” Centers for Medicare and Medicaid Services, Center for Clinical Standards and Quality, Division of Nursing Services. January 31, 2013. Available at http://www.cms.gov/Outreach-and-Education/Outreach/NPC/Downloads/2013-01-31-Dementia-Care-presentation.pdf. ]

2. The ABD Population has a high proportion of Members with a Behavioral Health diagnosis and/or with various comorbidities so that in general the ABD Population is more costly and high-risk than the traditional Medicaid population.

DCH and its sister agencies have various initiatives and programs in place or in development to help address some of the above issues and to move individuals to more community-based care where appropriate. The successful Offeror is expected to have an expert knowledge of the Georgia Health Care landscape.

Based on the combined results of public input, primary and secondary research, and Medicaid program analyses, DCH has determined a need for medical coordination options for ABD Populations in the Fee-for-Service delivery system. Program eligibility, including a description of the population to be served is described below.

Program Eligibility/Overview of Population to Be Served DCH manages benefits for Members who qualify for an Aged, Blind, or Disabled Medicaid Category of Eligibility, including Adult Medically Needy, through a Fee-for-Service (FFS) delivery system. Currently, this population includes approximately 466,000 Members.

With the exception of partial benefit dual eligible Members and those Members enrolled in the Georgia Families program, all other Georgia Medicaid Members will be eligible to receive services through the Medical Coordination Program. Thus, the Medical Coordination Program includes individuals who are dually eligible, enrolled in a Home- and Community-Based Services (HCBS) waiver program or residing in a long-term institutional setting. DCH and its sister agencies will continue to administer State Plan benefits and HCBS waiver programs and to provide related, non-conflicting case management services. Figures 2 and 3 provide enrollment and payment information for individuals who are eligible for the Program.

Figure 2. Enrollment and Payments for Members who are Aged, Blind and Disabled, FY2013

Fee-for-Service Populations Eligible for Medical Coordination Program

Fee-for-Service Populations Excluded From Medical Coordination Program

Figure 3. Enrollment and Payments for Members who are Aged, Blind and Disabled, FY2012

Fee-for-Service Populations Eligible for Medical Coordination Program

Residing in a Long-Term Care Institution

Fee-for-Service Populations Excluded From Medical Coordination Program

Members who are enrolled in Georgia Families, Qualifying Medicare Beneficiaries (QMBs) only, Specified Low-Income Medicare Beneficiary (SLMB) only and Qualifying Individuals 1 (QI1s) only, will be excluded from the Medical Coordination Program. Medicaid benefits will continue to be paid by DCH on a Fee-for-Service basis including those for Home- and Community-Based waiver services.

Scope of Work Overview The successful Offeror is expected to conduct Predictive Modeling techniques to risk stratify eligible Members into an appropriate level of intervention. All Members will receive Core Coordination Services to include Member education, call center services and access to a twenty-four (24) hour nurse line. Members with chronic Conditions, Behavioral Health Conditions, co-morbidities or other complex diagnoses deemed “high-risk and impactable” will have the option to receive Intensive Medical Coordination services to include a Health Risk Assessment, establishment of a Health Care Plan, assistance with establishing a Medical Home and interdisciplinary team Care Management. The successful Offeror will provide to DCH for approval its recommendations for what constitutes high-risk and impactable based on its analyses, as well as the criteria and methodology employed to determine these recommendations. The successful Offeror will work with DCH to revise or adopt any changes to these recommendations over time. The successful Offeror is expected to utilize a holistic approach to include the coordination of physical Health Care and Behavioral Health care and to coordinate services with HCBS Waiver Services care managers; caregivers and family members; partner agencies; Providers; and others including federal, State, local and community resources. The focus is to ensure that Members receive the right care, at the right time in the right setting, by the appropriate caregiver.

The Offeror will be expected to design and conduct interventions with not only the enrolled Members, but also the Providers who treat those Members. The Offeror will use their analytic capabilities to aggregate Provider Medicaid Member experience and intervene and support those Providers accordingly. For example, identifying and working with Providers who have a high non-compliance rate in clinically accepted standards of care, such as those diabetic patients where HgA1c measures/levels, foot exams, eye exams and LDL levels need improvement.

Other responsibilities of the successful Offeror include Provider education; Provider recruitment (to fill gaps in the Medicaid Fee-for-Service network); Utilization Management; Quality Management; and the use of Provider performance-based incentives to improve quality outcomes.

Below is a high-level summary of the successful Offeror’s responsibilities. Offerors must refer to RFP Attachment K: Requirements and Scope of Work for detailed scope of services.

Under its Contract with DCH, the Offeror will:

1. Provide an implementation Workplan and Member transition plan

2. Provide a range of coordination services for all Members, such as:

a. Access to centralized Member Coordination call center services

b. Access to a Care Coordinator for assistance with issues such as locating Providers or services, coordinating with other service Providers, appointment scheduling and follow-up, and in general, navigating the Health Care system upon request. Care Coordinators will:

i. Help Members who request assistance in locating a Medical Home or other Provider types, and upon request, assist in scheduling appointments with the identified Providers

ii. Provide information to and assist Providers and Members with accessing care and coordination of services for Members

iii. Ensure Providers, Members and sister agencies have the information they need to make timely and appropriate decisions, referrals and authorizations to meet Member needs (e.g., information about community resources available to Members and how to connect with these resources)

iv. Contact prior Providers from whom the Care Coordinator may need information to identify Members’ service needs

v. Educate Members about their needs and answer Member questions

c. Access to a twenty-four (24)-hour nurse hotline

d. Assistance with care coordination and access to primary, preventive, specialty and Crisis care, as needed

e. Coordination with DCH sister agencies and their contractors (Agents) involved in administering services and benefit-specific case management to Members

f. Member outreach and education that is designed to better coordinate care and improve health outcomes

g. Member Complaints resolution process

3. Conduct initial and ongoing analysis of all eligible Medicaid Members to identify impactable, high-risk or potentially high-risk, or otherwise qualifying individuals who are in need of Intensive Medical Coordination Services, including:

a. Predictive modeling and other data analyses

b. Detailed Health Risk Assessments of Members identified as potentially in need of Intensive Medical Coordination services

c. Identifying, accepting and reviewing ongoing referrals from sources such as Providers, State Agencies and Member self-referral for Intensive Medical Coordination services

4. Provide the following activities for Intensive Medical Coordination Participants:

a. Implement a proven approach to engage Intensive Medical Coordination Participants in activities that incorporates outreach and education to Participants or Participants’ Authorized Representatives about the benefits of receiving these services as well as their option to decline services

b. Provide services, outreach, education and supports based on Offeror identified and DCH approved stratification levels

c. Use results of Health Risk Assessments to determine the Intensive Medical Coordination Participant’s stratification level and type of services needed

d. Form inter-disciplinary treatment teams to assist with development and implementation of individual Health Care Plans

e. Assist Intensive Medical Coordination Participants with obtaining services outlined in the Health Care Plan and monitor ongoing progress of the Intensive Medical Coordination Participant

f. Assign Medical Homes, which could be a Primary Care Provider (PCP), specialist or a Patient-Centered Medical Home (PCMH) based upon the needs of the Intensive Medical Coordination Participant

g. Develop, implement, and track transition of care plans to support Intensive Medical Coordination Participants’ continued engagement while transitioning between levels of Intensive Care Coordination

5. Develop a Primary Care Case Management (PCCM) Network, including the following activities:

a. Conduct outreach and education about the Program and responsibilities of PCCM Network Providers for Providers who have enrolled in the Program as well as those who have not yet enrolled or who may serve Members outside of the program (e.g., HCBS waiver Providers)

b. Recruit for participation in and sign Letters of Agreement with Providers who are willing to participate in the PCCM Network as Medical Home Providers

c. Encourage Providers to form PCMHs and incentivize achievement of NCQA PCMH recognition

d. Implement an incentive program to encourage targeted Providers to participate in ongoing efforts to improve quality and health outcomes

e. Assist DCH to identify the primary care and specialist Providers that are most needed, particularly for Intensive Medical Coordination Participants who are receiving Intensive Medical Coordination or Members who are at-risk for needing Intensive Medical Coordination services

f. Assist DCH to identify on an ongoing basis Provider network gaps in the Medicaid Fee-for-Service delivery system and gaps in Medicaid programs and/or policies and work with DCH to recruit Providers to improve the overall delivery system (e.g., use results of its ongoing Predictive Modeling and other analyses to identify Providers most needed to meet the needs of all Members with a critical focus on recruiting primary care and specialty Providers to meet the needs of Intensive Medical Coordination Participants receiving Intensive Medical Coordination services)

6. Provide a Quality Management Program, submit customized reporting to DCH that tracks both internal process quality and external Program Quality Management and meet administrative requirements for operating this Program

7. Collaborate with DCH and Providers in Value-Based Purchasing (VBP) initiatives to align incentives and develop initiatives to help achieve the program’s overarching goals Note that DCH has developed a scope of work that is deliberately not highly prescriptive to allow the successful Offeror to use its expertise to develop an innovative program that meets DCH’s program goals. DCH will provide with this RFP Claims-level data with de-identified Member and Provider information to allow Offerors through their proposals to demonstrate their detailed methodologies for conducting Predictive Modeling and other data analyses on an ongoing basis and how they use the findings from those analyses to identify and stratify Members to reach identified goals. Prior to receiving Member Claims information, Offerors must complete Attachment L, Confidentiality/Non-Disclosure Agreement (NDA) and submit it to Marcine Sullivan at msullivan@dch.ga.gov.

Offerors must refer to RFP Attachment K: Requirements and Scope of Work for detailed description of the scope of services.

Financing and Value-Based Purchasing DCH expects the successful Offeror to establish a program that will achieve substantive improvements in service, access, appropriateness and quality while reducing expenditures over the course of the Contract. As part of this effort, DCH expects a positive fiscal impact. DCH envisions a Value-Based Purchasing (VBP) approach that recognizes and rewards positive financial and health outcomes achieved through this program. To be successful, DCH believes a VBP approach must align payer, Offeror and Provider goals, objectives and incentives.

DCH will reimburse the selected Offeror on a Per Member Per Month (PMPM) basis for all Members, regardless of whether the Member is eligible for or is an Intensive Medical Coordination Participant receiving Intensive Medical Coordination services. DCH reserves the right to conduct audits at any point in time. Such audits could result in the successful Offeror being asked to return portions of revenues to reflect any variances determined during the audit. See Section 5, Cost Proposal, for additional information.

Additionally, DCH will work with the selected Offeror to establish a VBP approach. Figure 4 provides a graphical description of the DCH Value-Based Purchasing Cycle™. Under a VBP approach DCH and the selected Offeror will collaborate to implement a VBP model, which is an enhanced approach to purchasing and program management that focuses on value over volume. It is part of a cohesive strategy that aligns incentives for Members, Providers, the selected Offeror and the State to achieve the program’s overarching goals. The impact of initiatives is measured in terms of quality of care and savings.

Subject to DCH approval, the selected Offeror will develop a payment methodology and incentives for Providers to encourage participation in Value-Based Purchasing. The selected Offeror may also elect to develop a methodology to incorporate Member incentives into the program subject to DCH approval.

Figure 4. The Value-Based Purchasing Cycle

Offerors’ Library A resource library is available electronically for potential Offerors to review material relevant to the RFP. Information on how to obtain access to the electronic resource library will be available via the Additional Resources hyperlink located on the DCH Web Site. The library may be found at: www.dch.georgia.gov/documents/medicaid-medical-coordination. The library includes but is not limited to documents and web access links such as the following:

· Data Dictionary and Data Explanations

· Medicaid Service Regions

· Medicaid Redesign Strategy Report

· Georgia Department of Community Health Aged, Blind, and Disabled Profiles

· Stakeholder Comments

· Department of Justice Settlement Agreement It is the Offeror’s responsibility to review Offerors’ Library materials in addition to other publicly available sources for relevance to this RFP’s Scope of Work. Several data files are included with the RFP to aid in the development of the Offerors’ submissions. Prior to receiving Member Claims information, Offerors must complete Attachment L, Confidentiality/Non-Disclosure Agreement (NDA) and submit it via email to Marcine Sullivan at msullivan@dch.ga.gov.

1.2. RFP Certification

Pursuant to the provisions of the Official Code of Georgia Annotated §50-5-67(a), the State Entity (or DCH) certifies the use of competitive sealed bidding will not be practicable or advantageous to the State of Georgia in completing the acquisition described in this RFP.

1.3. Overview of the RFP Process

The objective of the RFP is to select a qualified Offeror to provide the goods and/or services outlined in this RFP to the State. This RFP process will be conducted to gather and evaluate responses from Offerors for potential award. All qualified Offerors are invited to participate by submitting responses, as further defined below. After evaluating all Offerors’ responses received prior to the closing date of this RFP and following negotiations (if any) and resolution of any Contract exceptions, the preliminary results of the RFP process will be publicly announced, including the names of all participating Offerors and the evaluation results. Subject to the protest process, final Contract Award(s) will be publicly announced thereafter.

1.4. Schedule of Events

The schedule of events set out in Figure 5 represents DCH’s best estimate of the schedule that will be followed. However, delays to the procurement process may occur which may necessitate adjustments to the proposed schedule. If a component of this schedule, such as the close date, is delayed, the rest of the schedule may be shifted as appropriate. Any changes to the dates up to the closing date of the RFP will be posted prior to the closing date of this RFP. After the close of the RFP, the State reserves the right to adjust the remainder of the proposed dates, including the dates for evaluation, negotiations, award and the Contract term on an as needed basis with or without notice.

Figure 5. Schedule of Events

1.5. Official Issuing Officer (Buyer)

Debra White Debra.White@doas.ga.gov

1.6. Definition of Terms

Please review the following terms:

Offeror(s) – companies desiring to do business with the State of Georgia.

State Entity – the governmental entity identified in Section 1.1 “Purpose of Procurement” of this eRFP.

Any special terms or words which are not identified in this State Entity eRFP Document are identified separately in Attachment B: Definitions of Terms at the end of this eRFP. Please download, save and carefully review all documents in accordance with the instructions provided in Section 2 “Instructions to Offerors” of this eRFP.

1.7. Contract Term

The initial term of the Contract shall be from the date of CMS approval of the Contract until the close of the State fiscal year in which CMS grants approval. The State’s fiscal year is from July 1st through June 30th. DCH shall possess 4 one (1) year options to renew, which options shall be exercisable at the sole discretion of DCH. Renewal will be accomplished through the issuance of Notice of Intent to Award Amendment. In the event that the Contract(s) if any, resulting from the award of this eRFP shall terminate or be likely to terminate prior to the making of an award for a new contract for the identified products and/or services, the State may, with the written consent of the awarded Offeror, extend the Contract for such period of time as may be necessary to permit the State’s continued supply of the identified products and/or services. The Contract(s) amended in writing from time to time by mutual consent of the parties. Unless this eRFP states otherwise, the resulting award of the Contract(s) does not guarantee volume or a commitment of funds.

The State reserves the right to adjust the initial Contract term prior to Contract Execution based on availability of funds and other factors relevant to the State.

2. Instructions to Offerors By submitting a response to the eRFP, the Offeror is acknowledging that the Offeror:

1. Has read the information and instructions

2. Agrees to comply with the information and instructions contained herein

2.1. General Information and Instructions

2.1.1. Team Georgia Marketplace™ Registration System

DOAS requires all companies and/or individuals interested in conducting business with the State of Georgia to register in the State’s web-based registration system, through Team Georgia Marketplace™. Registration is free and enables the registering company to gain access to certain information, services and/or materials maintained in Team Georgia Marketplace™ at no charge to the registering company. All registering companies must agree to be bound by the applicable terms and conditions governing the Offeror’s use of Team Georgia Marketplace™. In the event DOAS elects to offer certain optional or premium services to registered companies on a fee basis, the registered company will be given the opportunity to either accept or reject the service before incurring any costs and still maintain its registration. Companies may register at https://saofn.state.ga.us/psp/sao/VENDOR/ERP/?cmd=login

2.1.2. Restrictions on Communicating with Staff

From the issuance date of this RFP until the final award is announced (or the eRFP is officially cancelled, Offerors are not allowed to communicate for any reason with any State staff except through the Issuing Officer named herein, or during the Offerors’ conference (if any), or as defined in this eRFP or as provided by existing work agreement(s). Prohibited communication includes all contact or interaction, including but not limited to telephonic communications, emails, faxes, letters or personal meetings, such as lunch, entertainment or otherwise. The State reserves the right to reject the response of any Offeror violating this provision.

Offerors may not discuss any aspect of the RFP or the procurement with any State agency staff in preparation of proposals in response to the RFP.

2.1.3. Submitting Questions

All questions concerning this eRFP must be submitted in writing via email to the Issuing Officer identified in Section 1.5 “Issuing Officer” of this RFP.

No questions other than written will be accepted. No response other than written will be binding upon the State. All Offerors must submit questions by the deadline identified in the Schedule of Events for submitting questions. Offerors are cautioned that the State may or may not elect to entertain late questions or questions submitted by any other method than as directed by this section. All questions about this eRFP must be submitted in the below format.

2.1.4. State’s Right to Request Additional Information – Offeror’s Responsibility Prior to Contract Award, the State must be assured that the selected Offeror has all of the resources to successfully perform under the Contract. This includes, but is not limited to, adequate number of personnel with required skills, availability of appropriate equipment in sufficient quantity to meet the ongoing needs of the State, financial resources sufficient to complete performance under the Contract and experience in similar endeavors. If, during the evaluation process, the State is unable to assure itself of the Offeror’s ability to perform, if awarded, the State has the option of requesting from the Offeror any information deemed necessary to determine the Offeror’s responsibility. If such information is required, the Offeror will be so notified and will be permitted approximately seven (7) Business Days to submit the information requested.

2.1.5. Failing to Comply with Submission Instructions

Responses received after the identified due date and time or submitted by any other means than those expressly permitted by the RFP will not be considered. Offerors’ responses must be complete in all respects, as required in each section of this RFP.

2.1.6. Rejection of Proposals; State’s Right to Waive Immaterial Deviation The State reserves the right to reject any or all responses, to waive any irregularity or informality in an Offeror’s response and to accept or reject any item or combination of items, when to do so would be to the advantage of the State of Georgia. It is also within the right of the State to reject responses that do not contain all elements and information requested in this RFP. An Offeror’s response will be rejected if the response contains any defect or irregularity and such defect or irregularity constitutes a material deviation from the RFP requirements, which determination will be made by the State on a case-by-case basis.

2.1.7. State’s Right to Amend and/or Cancel the RFP

The State Entity reserves the right to amend this eRFP. Any revisions must be made in writing prior to the eRFP closing date and time. By submitting a response, the Offeror shall be deemed to have accepted all terms and agreed to all requirements of the eRFP (including any revisions/additions made in writing prior to the close of the eRFP whether or not such revision occurred prior to the time the Offeror submitted its response) unless expressly stated otherwise in the Offeror’s response. THEREFORE, EACH OFFEROR IS INDIVIDUALLY RESPONSIBLE FOR REVIEWING THE REVISED eRFP AND MAKING ANY NECESSARY OR APPROPRIATE CHANGES AND/OR ADDITIONS TO THE OFFEROR’S RESPONSE PRIOR TO THE CLOSE OF THE eRFP. Offerors are encouraged to frequently check the eRFP for additional information. Finally, the State Entity reserves the right to cancel this eRFP at any time.

2.1.8. Protest Process

Offerors should familiarize themselves with the procedures set forth in Chapter 6 of the Georgia Procurement Manual.

2.1.9. Costs for Preparing Proposals

Each Offeror’s response should be prepared simply and economically, avoiding the use of elaborate promotional materials beyond those sufficient to provide a complete presentation. The cost for developing the response and participating in the procurement process (including the protest process) is the sole responsibility of the Offeror. The State will not provide reimbursement for such costs.

2.1.10. ADA Guidelines

The State of Georgia adheres to the guidelines set forth in the Americans with Disabilities Act. Offerors should contact the Issuing Officer at least one (1) Business Day in advance if they require special arrangements when attending the Offerors’ Conference (if any). The Georgia Relay Center at 1-800-255-0056 (TDD Only) or 1-800-255-0135 (Voice) will relay messages, in strict confidence, for the speech and hearing impaired.

2.1.11. Public Access to Procurement Records

Solicitation opportunities will be publicly advertised as required by law and the provisions of the Georgia Procurement Manual. The State Purchasing Act delays the release of certain procurement records in the event the public disclosure of those records prior to the State’s public announcements of the results of a solicitation would undermine the public purpose of obtaining the best value for the State such as cost estimates, proposals/bids, evaluation criteria, Offeror evaluations, negotiation documents, offers and counter-offers and certain records revealing preparation for the procurement. The State Purchasing Act requires bids and proposals to be available for public inspection, upon request, within one (1) Business Day of the State’s posting of the Notice of Intent to Award (or the Notice of Award in the event the State does not issue the Notice of Intent to Award). Audited financial statements not otherwise publicly available but required to be submitted as part of the Offeror’s response shall not be subject to public disclosure. DCH (or any other state entity receiving a request) is allowed to assess a reasonable charge to defray the cost of reproducing documents. A State employee should be present during the time of onsite inspection of documents. PLEASE NOTE: Even though information (financial or other information) submitted by an Offeror may be marked as "confidential", "proprietary", etc., the State will make its own determination regarding what information may or may not be withheld from disclosure.

2.1.12. Registered Lobbyists

By submitting a response to this RFP, the Offeror hereby certifies that the Offeror and its lobbyists are in compliance with the Lobbyist Registration Requirements in accordance with the Georgia Procurement Manual.

2.2. Submittal Instructions

Submittal Instructions for Team Georgia Marketplace™ Listed below are key action items related to this eRFP. The Schedule of Events in Section 1.4 identifies the dates and time for these key action items. This portion of the eRFP provides high-level instructions regarding the process for reviewing the eRFP, preparing a response to the eRFP and submitting a response to the eRFP. Offerors are required to access, print and utilize the training materials identified in Section 2.2.1 of this eRFP to ensure the Offeror successfully submit a response to this eRFP.

2.2.1. eRFP Released The release of the eRFP is formally communicated through the posting of this eRFP as an event in Team Georgia Marketplace™ and by a public announcement posted to the Georgia Procurement Registry, which is accessible online as follows: http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp This eRFP is being conducted through Team Georgia Marketplace™, an online, electronic tool, which allows an Offeror to register, logon, select answers and type text in response to questions, and upload any necessary documents. Team Georgia Marketplace™ permits an Offeror to build and save a response over time until the Offeror is ready to submit the completed response. Each Offeror interested in competing to win a contract award must complete and submit a response to this eRFP using Team Georgia Marketplace™. Therefore, each Offeror MUST carefully review the instructions and training information from the following link for a comprehensive overview of the functionality of Team Georgia Marketplace™:

http://doas.ga.gov/Training/Pages/SupplierTraining.aspx

2.2.2. eRFP Review The eRFP (or “Sourcing Event”) consists of the following: this document, entitled “The State Entity eRFP Document”, and any and all information included in the Sourcing Event, as posted online on Team Georgia Marketplace™, including any and all documents provided by DCH as attachments to the Sourcing Event or links contained within the Sourcing Event or its attached documents.

Please carefully review all information contained in the Event, including all documents available as attachments or available through links. Any difficulty accessing the Event or opening provided links or documents should be reported immediately to the Issuing Officer (See Section 1.5) and/or the Help Desk (Section 2.2.8). Attached documents may be found as follows:

1. First, DCH will provide documents at the “header” level of the Event. Please select “View/Add General Comments & Attachments”, which appears at the top of the screen of the Event under the “Event Details” Section. Next, by selecting “View Event Attachments”, the Offeror may open and save all of the available documents. In this location, the Offeror is most likely to find this document (The State Entity eRFP Document) as well as the worksheets referenced in Section 4 “eRFP Proposal Factors”, such as the Mandatory Response Worksheet, the Mandatory Scored Requirements, and the Additional Scored Responses. Please thoroughly review all provided attachments.

2. Second, DCH may also provide documents at the “line detail” level of the Event. Please navigate to “Step 2: Enter Line Bid Responses”, which appears towards the bottom of the screen of the Event. Please access any provided documents as follows:

a. First Method:

i. To the right of each line appearing under Step 2, the Event contains a “Bid” link. By selecting the “Bid” link, the Offeror will navigate to a new page of the Event.

ii. On this new page, the Offeror can select “View/Add Question Comments and Attachments” to locate attached documents.

b. Second Method:

i. To the right of each line appearing under Step 2, the Event contains a “Line Comments/Files” icon (appears as a bubble with text). By selecting the “Line Comments/Files” icon, the Offeror will navigate to a new page of the Event.

ii. On this new page, the Offeror can locate attached documents.

In this location, the Offeror is most likely to find the cost worksheet (if any, as defined by Section 5 “Cost Proposal”) as well as any other documents provided by DCH with respect to the identified line items. Please thoroughly review all provided attachments.

2.2.3. Preparing a Response

When preparing a response, the Offeror must consider the following instructions:

1. The Technical Proposal must be structured in the order specified in this RFP and its attached documents and labeled with the corresponding titles given to each section.

2. Answer each question in sufficient detail for evaluation while using good judgment with regard to the length of response

3. Proofread your response and make sure it is accurate and readily understandable.

4. The Cost Proposal must be submitted using the identified Cost Proposal Form.

5. Be sure to complete all attached forms as further described in this RFP.

6. For electronic submission, label any and all files using the corresponding section numbers of the RFP or any other logical name so that the State can easily organize and navigate the Offeror’s response.

2.2.4 Uploading Forms

Once the Offeror is ready to upload electronic files (completed forms or worksheets, product sheets, etc.), please following the directions within the eRFP to upload these documents in the proper location. There are three places to upload completed documents:

1. First, the “View/Add General Comments & Attachments” link contains a place for the Offeror to upload all of the documents and worksheets which were provided by DCH under the “View Event Attachments” link. Once the Offeror has completed the Event Attachments, the Offeror can then select “Add New Attachments” to upload the completed documents. The Offeror can upload as many documents as necessary in this section of the Event.

2. Second, the Offeror can also upload documents in response to each question or bid factor which appears on the main page of the Event, which appears below the “View/Add General Comments & Attachments” link of the Event. To the right of each question or bid factor, the Offeror can select the “Add Comments or Attachments” link to either enter a written response or upload an electronic document in response to the question or bid factor. After selecting “Add Comments or Attachments”, the Offeror should select “Upload” under the “Add New Attachments” section to browse and upload an electronic file.

3. Third, the Offeror can also upload documents in the bottom portion of the Event where pricing is requested. After selecting the comment bubble icon, the Event allows the Offeror to select “Upload” in order to include an attachment as part of the Offeror’s response. In the alternative, the Offeror can also select the link “Bid”, which also appears to the right of any line items provided in the “Enter Line Bid Responses” portion of the Event. After selecting the “Bid” link, the Offeror can select “View/Add Question Comments and Attachments” to upload a document.

2.2.5 Reviewing the Response Prior to Submission

Each Offeror is responsible for ensuring all questions have been answered appropriately and that all necessary documents have been uploaded. Prior to final submission of your response, please review the following checklist:

1. Please review and confirm that the Offeror has answered all questions appropriately. Many questions require a “yes” or “no” response. Please ensure that the correct response has been selected.

2. Please review and confirm that the most competitive response has been provided.

3. Please confirm that all necessary files have been uploaded.

4. Please select the “Validate Entries” button under “Event Details” at the top portion of the Event. While the “Validate Entries” feature cannot verify whether the Offeror has attached files, attached the correct files, or entered the correct responses, the “Validate Entries” feature will alert the Offeror if one or more questions in the “Event Questions” section of the Event have not been answered. The “Validate Entries” feature is a useful tool; however, it is no substitute for careful preparation and review by the Offeror. DCH will not consider the Offeror’s use of the “Validate Entries” feature as an excuse for an error committed by the Offeror in the preparation of its response.

2.2.6 Submitting the Completed Response/Bid

Once the completed response has been reviewed by the Offeror, click the "Submit Bid" button at the top of the page under the “Event Details” section of the Event. Any information entered by an Offeror into Team Georgia Marketplace™ but not submitted prior to the submission deadline will not be released to DCH and will not be considered for award. Only after the Offeror selects the “Submit Bid” button, will the response to the eRFP be sent electronically, time stamping the Offeror’s response and sending a confirmation email to the email address of the Offeror. Please note that submission is not instantaneous; therefore, each Offeror must allow ample time for its response to be submitted prior to the deadline.

2.2.7 Reviewing, Revising or Canceling a Submitted Response

After the response has been submitted, the Offeror may view and/or revise its response by logging into Team Georgia Marketplace™ and selecting the eRFP event number and the “View/Edit” feature for the Offeror’s previous response. Please take note of the following:

1. REVIEW ONLY. In the event the Offeror only wishes to view a submitted response, the Offeror may select “View/Edit”. Once the Offeror has finished viewing the response, the Offeror may simply exit the screen. DO NOT SELECT “Save for Later.” Team Georgia Marketplace™ recognizes any response placed in the “Save for Later” status as a work in progress and withdraws the originally submitted bid. As a result, unless the Offeror selects “Submit” prior to the closing date and time, no response will be transmitted to DCH.

2. REVIEW AND REVISE. In the event the Offeror desires to revise a previously submitted response, the Offeror may select “View/Edit” and then revise the response. If the revisions cannot be completed in a single work session, the Offeror should save its progress by selecting “Save for Later.” Once revisions are complete, the Offeror MUST select “Submit” to submit its corrected response. Please permit adequate time to revise and then resubmit the response. Please note submission is not instantaneous and may be affected by several events, such as the Offeror temporarily losing a connection to the Internet.

AS EACH OFFEROR IS SOLELY RESPONSIBLE FOR RESUBMITTING ITS RESPONSE PRIOR TO THE eRFP END DATE AND TIME TO ENSURE THE RESPONSE MAY BE CONSIDERED BY DCH, PLEASE USE CAUTION IN DECIDING WHETHER OR NOT TO MAKE REVISIONS. The State will assume no responsibility for an Offeror’s inability to correct errors or otherwise make revisions to the submitted response or the Offeror’s inability to resubmit a response prior to the eRFP end date and time.

3. WITHDRAW/CANCEL. In the event the Offeror desires to revise a previously submitted response, the Offeror may select “View/Edit” and then select “Save for Later”.