RFI S-10000-00002702.pdf

Request for Information S-10000-00002702 – EVV Non-Web Based Solution

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STATE OF OREGON

COVER PAGE

The Oregon Department of Human Services (ODHS) and its Office of Developmental Disabilities Services (ODDS)

EVV Non-Web Based Solution

REQUEST FOR INFORMATION (RFI) S-10000-00002702

Date of Issue and Time: May 1, 2022 at 3:00 PM

Closing Date and Time: May 31, 2022 at 3:00 PM

Single Point of Contact (SPC): Zachary Jurak

Address: 635 Capitol Street NE

City, State, Zip Salem, OR 97301

Phone (voice) 971-388-8853

E-mail: zachary.s.jurak@dhsoha.state.or.us

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

In compliance with the Americans with Disabilities Act, this document is available in alternate formats such as Braille, large print, audio recordings, Web-based communications and other electronic formats. To request an alternate format, please send an e-mail to dhs-oha.publicationrequest@state.or.us or call 503-378-3486 (voice) or 503-378-3523 (TTY) to arrange for the alternative format.

mailto:zachary.s.jurak@dhsoha.state.or.us

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 PROGRAM OVERVIEW

1.3 PROJECT OVERVIEW AND PURPOSE

1.4 SINGLE POINT OF CONTACT (SPC)

1.5 DUE DATE

1.6 DEFINITION OF TERMS

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 SUBMISSION REQUIREMENTS

2.2 OVERVIEW / PERMISSION TO USE MATERIALS

2.3 RESPONSE REQUIREMENTS

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through its Oregon Department of Human Services (ODHS), Office of Developmental Disabilities Services (ODDS) is seeking information from Providers to help identify what specific approaches might be taken to effectively implement a non-Web based Electronic Verification Visit (EVV) solution that will allow Personal Support Workers (PSWs) to clock-in and clock-out, and perform other job-related reporting duties that must be captured when there is limited to no internet or cell service reception available in the area.

ODHS is examining the option of releasing a Request for Proposals (RFP) at a later date. (Note that the contractual vehicle is under consideration, and a decision has not been finalized.) This Request For Information (RFI) will help inform cost, program design, and other logistical considerations pertinent to achieving successful outcomes.

This RFI will not result in any kind of contract, nor will obligate ODHS to procure goods or services of any kind. The information gained in this RFI, may be used by ODHS to help develop a future competitive selection process that could result in a contract. ODHS is not responsible for any expenses or costs incurred by any Respondent in submitting a Response to this RFI. Each Respondent does so solely at the Respondent’s own expense. All costs incurred in preparing and submitting a Response will be the responsibility of the Respondent and will not be reimbursed by ODHS.

1.2 PROGRAM OVERVIEW

The Office of Developmental Disabilities Services (“ODDS”) is a State of Oregon government agency whose purpose is to provide Oregonians, with an Intellectual and or Developmental Disability (“I/DD”), access to quality supports that are simple to use, responsive to their strengths, needs and choices, while they live and thrive as valued members of their community.

ODDS seeks to increase awareness and access to the many services and supports they provide.

ODDS strives to support choices of Individuals with I/DD and their families within communities by promoting and providing services that are person-centered and directed, flexible, community inclusive, and supportive of the discovery and development of each Individual's unique gifts, talents and abilities. ODDS is committed to work toward service options to provide the opportunity to people with I/DD to have lives that are fulfilling and meaningful.

ODDS currently serves over 32,000 Individuals throughout the State. The majority of these Individual’s reside in urban areas of the State; however, a small percentage live in rural areas with limited internet or cell service.

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1.3 PROJECT OVERVIEW AND PURPOSE

An update to the Federal Fair Labor Standards Act (FLSA) in 2013, required that ODDS implement additional data collection for time capturing compliance through the 21st Century CURES Act. ODDS launched a pilot in Spring 2019 to meet the CURES Act requirement. In the fall of 2019, ODDS met this requirement by implementing the Electronic Verification Visit (EVV) statewide through its’ eXPRS system. EVV in the eXPRS system allows PSWs to clock-in and clock-out through a web application from their smart phones. This process captures the requirements of the CURES Act, including GPS coordinates, but does require the use of a smart phone/tablet device and internet or data connection.

In order to fully meet the requirements set forth by the Centers for Medicare and Medicaid Services (CMS), ODDS must find a time tracking solution for PSWs to clock in and clock out when providing services to Individuals in their homes when the PSW does not have access to a smart phone or when there is no internet or cell service reception available at the Individuals home.

ODDS is requesting information for solutions to meet this need for the PSWs that complies with the CURES Act. The Solution must have the ability to capture and verify data or to capture data and feed to our existing IT system with respect to the services being delivered by the PSWs, and transmit the data to the State electronically, that includes, but won’t be limited to:

• Type of services performed – predefined by ODDS and preauthorized by their CME

• Individual receiving the service

• Date of service delivery

• Location of provider at the time of clock in

• PSW who is providing the service – provider identifier

• Location of service provider at the time of clock out

1.4 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFI is identified on the Cover Page, along with the SPC’s contact information.

Respondent shall direct all communications related to any provision of the RFI only to the SPC, whether about the technical requirements of the RFI, the RFI process, or any other provision.

1.5 DUE DATE

Responses to this RFI will be received until the Closing date and time as referenced on the cover page of this RFI. Responses received after the Closing date and time shall be deemed late and will not be considered.

1.6 DEFINITION OF TERMS

For the purposes of this RFI, capitalized words will refer to the following definitions.

1.6.1 “Brokerage” has the meaning set forth in OAR 411-317-0000.

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1.6.2 “Case Management Entity” or “CME” includes the following: CDDP, Brokerage, Children’s Intensive In-Home Services (CIIS) or the Children’s Residential Program of ODDS.

1.6.3 “Centers for Medicare and Medicaid Services” or “CMS” means the Federal agency that administers the Medicare and Medicaid program and works in partnership with state governments to administer these programs.

1.6.4 “Community Developmental Disabilities Program” or “CDDP” has the meaning as set forth in OAR 411-317-0000.

1.6.5 “Developmental Disability” or “DD” has the meaning as set forth in OAR 411-320- 0020.

1.6.6 “EVV” means Electronic Visit Verification.

1.6.7 “Express Payment and Reporting System” or “eXPRS” means an information system for managing the disbursement and tracking of ODHS payments for the Oregon Developmental Disabilities Programs.

1.6.8 “I/DD” means Intellectual and/or Developmental Disability.

1.6.9 “Individual” has the meaning as set forth in OAR 411-317-0000.

1.6.10 “Intellectual Disability” or “ID” has the meaning as described in OAR 411-320- 0020.

1.6.11 “Medicaid” means Federal Funds received by ODHS under Title XIX of the Social Security Act and Children’s Health Insurance Funds administered jointly with Title XIX funds as part of state medical assistance programs by ODHS.

1.6.12 “ODHS” means the Oregon Department of Human Services. Access the following link for more information about ODHS.

https://www.oregon.gov/dhs/pages/index.aspx

1.6.13 “Personal Support Worker” or “PSW” has the meaning set forth in OAR 411-317- 0000.

1.6.14 “Provider” has the meaning set forth in OAR 411-317-0000.

1.6.15 “Solution” means the sum of the services, the deliverables, the Respondent’s Intellectual Property, the Third-Party Intellectual Property, the software, the hardware, and/or the documentation that comprise the information system Respondent is offering to deliver, develop, install, configure, and/or implement in its Proposal.

1.6.16 “State” means the State of Oregon.

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SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 SUBMISSION REQUIREMENTS

Responses must be submitted electronically through the OregonBuys eProcurement system at OregonBuys.gov. Postmarks, faxes and emailing the response will not be accepted.

2.2 OVERVIEW / PERMISSION TO USE MATERIALS

All Responses are public record and are subject to public inspection. Application of the Oregon Public Records Law will determine whether any information is actually exempt from disclosure.

All Responses submitted to this RFI become the property of ODHS. By submitting a Response to this RFI, Respondent grants the State of Oregon a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Response solely for the purpose of reviewing the Response, or as otherwise needed to administer the RFI process, and to fulfill obligations under Oregon Public Records Law (ORS

192.410 through 192.505). Responses, including supporting materials, will not be returned to Respondent.

If Respondent believes any of its Response is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Respondent shall complete and submit the Disclosure Exemption Affidavit (Attachment C) and Respondent also shall submit a fully redacted version of its Response, clearly identified as the redacted version.

2.3 RESPONSE REQUIREMENTS

All Attachments must be completed and provided in response to this RFI. Provide a Response that includes postulation and description of how to approach the Work requested of this RFI and include each Attachment in your response.

2.3.1 Respondent Information and Certification Sheet

Respondent must download Attachment A “Respondent Information and Certification Sheet” from OregonBuys, complete the information requested, sign, date and return Attachment A as part of the Application Package.

2.3.2 Response Requirements

Respondent must download Attachment B “Response Requirements” and answer the questions as descriptive as possible. Responses for each question shall be a maximum of 3 pages and shall be submitted with the Application Package.

2.3.2.1 Please describe how the Respondent will carry out the major activities as described in Section 1.3 “Project Overview and Purpose”, in detail that includes a rough timeline and describes how the Respondent will electronically transfer data to the State of Oregon.

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2.3.2.2 Please describe how the Respondent’s solution will meet the CURES Act and support ODDS implementation of EVV for time capture as requested in Section

1.3 “Project Overview and Purpose”? The response must include the following points:

• Technology Standards

• Subscription Services and Support; and

• Functionality with the different time zones in Oregon.

2.3.2.3 Please describe what the Respondent’s cost structure will be based upon and what will be included in the cost structure. What would you anticipate the approximate total coast would be (an itemized list is not required)? Describe the construction of the costs and if there are any discounts based on the aggregate amount of services to be provided, devices, files, etc., that would affect the total cost structure for this project?

2.3.3 Disclosure Exemption Affidavit

If applicable, Respondent shall complete Attachment C “Disclosure Exemption Affidavit”. If certain information does not apply, mark “N/A” on the Attachment and submit with the Application Package recognizing this Attachment.