OMES-FORM-CP-011-Amendment_Q_A.pdf
PDF 217 KB Posted
- Attached to
- OEIBA Program Commercial HMO, MSP, and MAPD Plans State and local contract opportunity
- Solicitation number
- EV00000681
- Issued by
- Oklahoma County, Hobart City, Oklahoma
About this file
This document is an Amendment of Solicitation (Amendment No. 1) issued by the Oklahoma Office of Management and Enterprise Services (OMES) for the OEIBA Program Commercial HMO, MSP, and MAPD Plans solicitation (Event #EV00000681). The amendment provides detailed responses to 34 questions submitted during the Q&A period, which closed on 04/17/2025, with clarifications on various aspects of the bid submission requirements. Key topics addressed include Medicare retiree census data, pharmacy benefit manager changes, file upload limits, exhibit submission formats, and specific documentation requirements for bidders. The amendment indicates that the original bid response deadline of May 2nd has been extended, though the specific new date is not detailed in this document.
The amendment provides critical guidance for bidders, such as confirming that PDF submissions are acceptable for exhibits like financial statements, licenses, and actuarial certifications, and that bidders should name these files appropriately. OMES declined to provide detailed census information, CMS revenue data, and claims experience to protect individual member privacy. The state also clarified that there will not be a mandatory premium tiering structure for the current and non-Medicare retiree quote for Plan Year 2026. Notably, OMES emphasized that certain exhibits (27-38) are only for active OEIBA Program Suppliers during Plan Year 2026 and subsequent renewals, and that bidders should use tracked changes when submitting terms and conditions in Word format.
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Text version
OMES FORM CP 011 – Purchasing | Rev. 05/2016
Amendment of Solicitation
Date of Issuance: 04/23/2025 Solicitation No. EV00000681
Requisition No. 0900020127 Amendment No. 1
Hour and date specified for receipt of offers is changed: No Yes, to: CST
Pursuant to OAC 260:115-7-30(d), this document shall serve as official notice of amendment to the solicitation identified above. Such notice is being provided to all suppliers to which the original solicitation was sent.
Suppliers submitting bids or quotations shall acknowledge receipt of this solicitation amendment prior to the hour and date specified in the solicitation as follows:
(1) Sign and return a copy of this amendment with the solicitation response being submitted; or,
(2) If the supplier has already submitted a response, this acknowledgement must be signed and returned prior to the solicitation deadline. All amendment acknowledgements submitted separately shall have the solicitation number and bid opening date printed clearly in the subject line of the email.
RETURN TO: Supplier Portal (oklahoma.gov) Samantha Fox
Contracting Officer
405-522-6266 Phone Number samantha.fox@omes.ok.gov
E-Mail Address
Description of Amendment:
a. This is to incorporate the following:
On behalf of the State of Oklahoma, the Office of Management and Enterprise Services (OMES) gives notice of the following questions concerning this solicitation, received during the Q&A period, which closed on 04/17/2025. All questions and procurement/agency responses are detailed below:
1. Medicare Retirees - Can the State send us an updated census that includes the retiree plan election, or a total number of retirees enrolled in each of the current Medicare plan offerings?
a.
2. We are working towards a PBM change for CY26. Would you accept an update to both the current and proposed prescription drug cost sharing structure from having a copay differential based on a preferred/non-preferred pharmacy network (currently in place) to one single cost share through one broad pharmacy network? For the rate quote for current CY25 benefits, we will produce the rate build-up assuming all other benefits as currently in place.
https://oklahoma.gov/omes/services/purchasing/supplier-portal.html
a. EGID will accept this approach. Bidder may submit proposals reflecting the updated pharmacy cost sharing structure, alongside the current CY25 benefits. Additional clarification may be requested after review.
3. Are business references (Section 11) required for this contract?
a. Per Section 11, business references are required only if requested. EGID is not requesting references at this time but reserves the right to request this information.
4. Is the file size uploaded limited to a certain size?
a. 25 MB per attachment
5. Is question D.40.3.1. in Attachment A referring to the retiree plan including both Part C (medical) and
Part D (prescription drug) coverage?
a. Yes, correct.
6. Please expand on the service level agreement metrics in Attachment D, 15.
a. This is part of the state's standard terms and the state is not asking for an SLA under this contract.
7. Please expand on the requirements in Attachment A, B.1.
a. Each bid response will be evaluated based on the three listed criteria.
8. Please clarify what Intellectual Property Work Product the State would consider to be involved with the Contract, and if the provisions of Attachment D, Section 12 would be immediately applicable.
a. Section 12 is part of the state's standard terms. The state though does not believe that anything provided by a Supplier under this Contract would trigger this section or make it immediately applicable.
9. Please clarify what the state would consider to be “SSA provided information” under the Contract, and how it differs from other sensitive personal information handled, processed, or transmitted in the context of health insurance services. Please see Attachment D, 32.2 – 32.16.
a. This is part of the state's standard terms. The state does not believe it would be applicable to this particular contract. However, a carve out for this applicability is provided in 32.1.
10. Document: Bidder Instructions – Section : Preparation of Bid, page 5 : Please confirm that bidders should only include in their response those sections which are applicable to their bid. For example, for an MAPD proposal, Sections B & C of Attachment E will be omitted.
a. Confirmed, correct.
11. Document: Bidder Instructions – Section : Required Bid Format, page 5 : Please indicate in which section bidders should include the document "Vendor Security Assessment."
a. When logging in to bid, there is an area called “Factors” for documents to be submitted. Each factor asks for specific documents. The vendor security assessment can be submitted on factor 12.
12. Document: Bidder Instructions – Section ; Required Bid Format, page 5 : Please indicate in which section bidders should include the document "Attachment E."
a. When logging in to bid, there is an area called “Factors” for documents to be submitted. Each area asks for specific documents. Attachment E can be submitted on factor 10.
13. Document : Bidder Instructions – Section ; Required Bid Format, page 5 : May bidders reproduce Attachment E on our own branded templates?
a. Yes, but Bidder should keep the exact verbiage of the question intact and ensure the naming is the same.
14. Document : Bidder Instructions – Section ; Required Bid Format, 7.7, Section 7: Response to Specifications and Requirements : Please confirm that you wish for bidders to reply to all specifications (as applicable) listed in Attachment A, starting with page 3 "Specifications Applying to All Proposers" through page 20.
a. Yes, all Bidders should reply to all applicable sections in Attachment A pgs 3-20.
15. Document : Bidder Instructions – Section ; Required Bid Format, 7.12, Section Twelve : Third Party
Vendor Information : Please confirm for Section Twelve that any reference to subcontractor of third party vendor only applies to subcontractors/vendors hired in direct support of this contract.
a. This is accurate. The state is looking for the identification of entities that will be providing direct services. For example, the cloud provider where data would be stored or a subcontractor that would provide call center services directly to insureds or their dependents.
16. Document: Attachment A – Section ; C. Requirements and Limitations on the Plan(s) to be offered under this solicitation, Item C9 : Under which section should bidders include: Bidder shall furnish evidence that it complies with all requirements imposed by the Oklahoma Insurance Department necessary for it to provide the services herein.
a. Bidders may include any additional documents regarding OID requirements with Exhibit 18 License(s).
17. Document : Attachment A – Section ; D.22, Reporting, Item D.22.3 : Please confirm the reporting being used for Medicare aggregate summary claims data is Exhibit 36: MAPD Detailed Utilization Reports (36a-36f). Please identify if all or which specific reports within Exhibit 36 are included for the quarterly Board meeting. Are you able to provide a current sample of the report?
a. Yes, Exhibit 36 (MAPD Detailed Utilization Reports 36a–36f) includes the reporting required for Medicare aggregate summary claims data. A third-party actuary compiles these reports to present aggregate "total program" experience for Board meetings. This includes spend across all health plans, not by individual carrier. All reports in Exhibit 36 are required for this purpose. Sample reports are not available outside of the RFP materials.
18. Document : Exhibit 1, Standardized Service Areas – Section ; Reference to Attachment A, D6 and D35 : Please explain how the reference to D35 in Attachment A (Medical Quality Assurance) is applicable to this exhibit. Bidder is assuming the reference should be to D34, Standardized Service Areas and Access Standards. Please explain how D6 is applicable to Exhibit 1.
a. The correct reference is Attachment D.34, not D.35. Attachment D.6 is applicable as it outlines eligibility requirements to ensure Bidders can support members within the required service area.
19. Document : Exhibit 2, Geo Access Report – Section ; Reference to HMO only : Please confirm that you DO NOT wish to receive a Geo Access Report for standalone MAPD PPO nationwide PPO plans.
a. This is only applicable to HMO bids for the bid response.
20. Document : Exhibit 16, Large Claims Report for 2023 and 2024 : Please confirm that Exhibit 16 is only to be completed for the active population. This is NOT applicable to an MAPD quote.
a. This is not applicable to an MAPD plan for the bid response.
21. Document : Exhibit 17 – Section ; Audited Financial Statements : We typically provide .pdf files of our annual audited statements; however this exhibit is in excel. Please confirm .pdf is acceptable and that bidders should NAME their audited financial statements "Exhibit 17."
a. PDF of Exhibit 17 is acceptable with file name appropriately matching Exhibit 17.
22. Document : Exhibit 18 – Section ; License(s) : We typically provide .pdf files of our licenses;
however this exhibit is in excel. Please confirm .pdf is acceptable and that bidders should NAME their licenses "Exhibit 18."
a. PDF of Exhibit 18 is acceptable with file name appropriately matching Exhibit 18.
23. Document : Exhibit 19 – Section ; Actuary Certification : We typically provide .pdf files of our actuary certification; however this exhibit is in excel. Please confirm .pdf is acceptable and that bidders should NAME their actuary certification "Exhibit 19."
a. PDF of Exhibit 19 is acceptable with file name appropriately matching Exhibit 19.
24. Document : Exhibit 20 – Section ; Member ID Card Sample : We typically provide .pdf files of our sample member ID cards; however this exhibit is in excel. Please confirm .pdf is acceptable and that bidders should NAME their sample member ID cards "Exhibit 20."
a. PDF of Exhibit 20 is acceptable with file name appropriately matching Exhibit 20.
25. Please confirm that the State of Oklahoma has opted not to implement a mandatory premium tiering structure for the Current and non-Medicare retiree quote for 2026. For further information, refer to Exhibit 5, Tables 1 and 2.
a. There will not be a Plan Year 2026 mandatory premium tiering structure for the Current and non-Medicare retiree quote.
26. Requesting clarification and purpose regarding question B.19.3. within Attachment E.
a. Are Supplier’s being requested to provide contact information so that the State EAP could coordinate with the Supplier if a member needs to be transitioned into the Supplier Behavioral Health benefit?
b. EGID has historically requested this information for various purposes; however, if a Bidder is contracted for Plan Year 2026 and should the State’s EAP representative request this information from OMES and/or EGID, the purpose and intended use can be discussed prior to disclosing the information.
27. Would the State please consider a two week extension to the May 2nd due date?
a. An extension has been granted. Please see amendment #2
28. Please provide an updated Excel census of all eligible Medicare retirees and spouses that includes:
- full member date of birth
- 5-digit home zip
- Gender
- Plan Election EGID will not provide this level of detailed census information, as individual members could be easily identified and the data is subject to public disclosure under the RFP.
29. Please provide the most recent 24 months of either medical plan paid experience broken out separately on a month-by-month basis for Medicare retirees. Please confirm if paid amounts include any costs for capitation, ancillary benefits, non-Medicare covered benefits, etc.
a. EGID will not provide this information. The information that is available is incomplete because EGID does not maintain any detailed claims information from other suppliers.
30. Please provide the most recent 24 months of Medicare Advantage membership counts monthly for Medicare retirees by plan that correlates with medical claims experience.
a. EGID will not provide this level of detail. The information that is available is incomplete because EGID does not maintain any detailed claims information from other suppliers, and individual members could be easily identified and the data is subject to public disclosure under the RFP.
31. Please provide CMS revenue and Risk Adjustment factor for past 24 months for Medicare Advantage plans (monthly). Please note if the RAF/Revenue includes mid-year or final payments.
a. EGID will not provide CMS revenue or Risk Adjustment Factor (RAF) data.
32. Please explain the difference between Exhibit 14 and Exhibits 33 & 34.
a. Exhibit 14 is required for bid submission. Exhibits 33 and 34 are required during the Plan Year, as applicable.
33. Please confirm Exhibits 33 & 34 are samples of reports that the State would require.
a. Exhibits 27-38 are only to be used for active OEIBA Program Suppliers during the Plan Year
2026 and subsequent renewal options, as applicable.
34. Please confirm if we need to redline the terms and conditions.
a. “Refer to Bidder 7.5 requiring Word format using tracked changes.”
b. All other terms and conditions remain unchanged.
Supplier Company Name (PRINT) Date
Authorized Representative Name (PRINT) Title Authorized Representative Signature
Amendment of Solicitation
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