RFP 2022-07 Contract Lifecycle Managment Solution.pdf

REQUEST FOR PROPOSALS #2022-07

CONTRACT LIFECYCLE MANAGEMENT SOLUTION WITH

PROCUREMENT AND HEALTH SERVICES CONTRACTS

Publish Date: June 15, 2022

CareOregon, Inc. (“CareOregon”) is inviting submission of proposals for the Contract Lifecycle Management Solution with Procurement and Health Services Contracts project.

Closing Date/Time: July 21, 2022 - 2:00 PM, Pacific Time

Project Summary: This project is to acquire a software as a service contract lifecycle management and procurement software that automates and centralizes the procurement and contracting process and has enhancements to facilitate health services contracts. Software that offers a complete suite of services for the procurement (requisitioning, solicitation development, evaluation), contract management (full services of requisitioning, drafting, reviewing, vendor negotiation, signature gathering, and contract performance tracking), also with a focus on medical provider contracting (contract drafting with different payer models, reviewing, provider negotiation, signature gathering, performance tracking) with the hopes of value added functionality for the provider contracting function including items like compliance and credentialing. Only those solutions that are industry leaders that focus in the above will be considered.

Contact Information: The sole point of contact for procurement process or technical questions is:

George Marlton, Procurement Director; marltong@careoregon.org;

503-416-4706

RFP Location: RFP Documents can be downloaded from OregonBuys at the following address:

https://oregonbuys.gov/bso/. Prospective Proposers will need to sign in to download the information and that information will be accumulated for a Plan Holder's List. Prospective Proposers are responsible for obtaining any Addenda, clarifying questions, and Notices of Award from OregonBuys.

Submission: All proposals must be emailed to Procurement@careoregon.org.

CareOregon encourages proposals from minority, women, service-disabled veteran, and emerging small businesses.

**NO PROPOSALS WILL BE RECEIVED OR CONSIDERED AFTER THE ABOVE

RFP CLOSING DATE/TIME**

SCHEDULE

Request for Proposals Issued……..................................................June 15, 2022

Deadline to Submit Clarifying Questions....................................... July 12, 2022, 5:00 PM, Pacific Time

Request for Proposals Closing Date and Time (“Closing”)........... July 21, 2022, 2:00 PM, Pacific Time

Anticipated Contract Start Date……..............................................August/September 2022 mailto:marltong@careoregon.org https://oregonbuys.gov/bso/ mailto:Procurement@careoregon.org

SECTION 2

INSTRUCTIONS TO PROPOSERS

2.1 Modification or Withdrawal of Proposal: Any Proposal may be modified or withdrawn at any time prior to the Closing deadline, provided that a written request is received by Procurement, prior to the Closing. The withdrawal of a Proposal will not prejudice the right of a Proposer to submit a new Proposal.

2.2 Requests for Clarification and Requests for Change: Proposers may submit questions regarding the specifications of the RFP until the deadline in the Schedule. Requests for changes must include the reason for the change and any proposed changes to the requirements. The purpose of this requirement is to permit CareOregon to correct, prior to the opening of Proposals, RFP terms or technical requirements that may be unlawful, improvident or which unjustifiably restrict competition. CareOregon will consider all requested changes and, if appropriate, amend the RFP. No oral or written instructions or information concerning this RFP from CareOregon employees or agents to prospective Proposers shall bind CareOregon unless included in an Addendum to the RFP.

2.3 Addenda: If any part of this RFP is changed, an addendum will be published on OregonBuys. It shall be Proposers responsibility to regularly check OregonBuys for any notices, published addenda, or response to clarifying questions.

2.4 Submission of Proposals: Proposals must be submitted in accordance with Section 5. All Proposals shall be legibly written in ink or typed and comply in all regards with the requirements of this RFP. All Proposals must include a signature that affirms the Proposer’s intent to be bound by the Proposal (this may be on cover letter, or on the Proposal). The Certification page must be signed as well. If a Proposal is submitted by a firm or partnership, the name and address of the firm or partnership shall be shown, together with the names and addresses of the members. If the Proposal is submitted by a corporation, it shall be signed in the name of such corporation by an official who is authorized to bind the contractor. No late Proposals will be accepted.

2.5 Notice of Award: CareOregon will name the apparent successful Proposer in a Notice of Intent to Award published on OregonBuys. Identification of the apparent successful Proposer is procedural only and creates no right of the named Proposer to award of the contract.

2.6 Acceptance of Contractual Requirements: Failure of the selected Proposer to execute a contract and deliver required insurance certificates within ten (10) calendar days after notification of an award may result in cancellation of the award. This time period may be extended at the option of CareOregon.

2.7 Investigation of References: CareOregon reserves the right to investigate all references in addition to those supplied references and investigate past performance of any Proposer with respect to its successful performance of similar services, its compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, its lawful payment of subcontractors and workers, and any other factor relevant to this RFP. CareOregon may postpone the award or the execution of the contract after the announcement of the apparent successful Proposer in order to complete its investigation.

2.8 RFP Proposal Preparation Costs and Other Costs: Proposer costs of developing the Proposal, cost of attendance at an interview (if requested by CareOregon), or any other costs are entirely the responsibility of the Proposer, and will not be reimbursed in any manner by CareOregon.

2.9 Clarification and Clarity: CareOregon reserves the right to seek clarification of each Proposal, or to make an award without further discussion of Proposals received. Therefore, it is important that each Proposal be submitted initially in the most complete, clear, and favorable manner possible.

2.10 Right to Reject Proposals: CareOregon reserves the right to reject any or all Proposals or to withdraw any item from the award, if such rejection or withdrawal would be in CareOregon’s interest, as determined by CareOregon.

Proposals may be rejected in whole or in part if they attempt to limit or modify any of the terms, conditions, or specifications of the RFP or the Sample Contract.

RFP #2022-07 Page 2 Procurement and Contract `Management Software

2.11 Proposal Terms: All Proposals, including any price quotations, will be valid and firm through a period of one hundred and eighty (180) calendar days following the Closing date. CareOregon may require an extension of this firm offer period. Proposers will be required to agree to the longer time frame in order to be further considered in the procurement process.

2.12 Oral Presentations: At CareOregon’s sole option, Proposers may be required to give an oral presentation of their Proposals to CareOregon, a process which would provide an opportunity for the Proposer to clarify or elaborate on the Proposal but will in no material way change Proposer’s original Proposal. Any costs of participating in such presentations will be borne solely by Proposer and will not be reimbursed by CareOregon. Note: Oral presentations are at the discretion of the evaluating committee and may not be conducted; therefore, written Proposals should be complete.

2.13 Review for Responsiveness: Upon receipt of all Proposals, the Procurement Department will determine the responsiveness of all Proposals before submitting them to the evaluation committee. If a Proposal is incomplete or non-responsive in significant part or in whole, it will be rejected and will not be submitted to the evaluation committee.

CareOregon reserves the right to determine if an inadvertent error is solely clerical or is a minor informality which may be waived, and then to determine if an error is grounds for disqualifying a Proposal. The Proposer’s contact person identified on the Proposal will be notified, identifying the reason(s) the Proposal is non-responsive.

2.14 Communication Blackout Period: Except as called for in this RFP, Proposers may not communicate with members of the Evaluation Committee or other CareOregon employees or representatives about the RFP during the procurement process until the apparent successful Proposer is selected. Communication in violation of this restriction may result in rejection of a Proposer.

2.15 Prohibition on Commissions and Subcontractors: CareOregon will contract directly with persons/entities capable of performing the requirements of this RFP. Contractors must be represented directly. Participation by brokers or commissioned agents will not be allowed during the Proposal process. Contractor shall not use subcontractors to perform the Work unless specifically proposed or authorized to do so by CareOregon. Contractor represents that any employees assigned to perform the Work, and any authorized subcontractors performing the Work, are fully qualified to perform the tasks assigned to them, and shall perform the Work in a competent and professional manner. Contractor shall not be permitted to add on any fee or charge for subcontractor Work. Contractor shall provide, if requested, any documents relating to subcontractor’s qualifications to perform required Work.

2.16 Collusion: By responding, the Proposer states that the Proposal is not made in connection with any competing Proposer submitting a separate response to the RFP, and is in all aspects fair and without collusion or fraud. Proposer also certifies that no officer, agent, or employee of CareOregon has a pecuniary interest in this Proposal.

2.17 Evaluation Committee: Proposals will be evaluated by a committee consisting of representatives from CareOregon and potentially external representatives. CareOregon reserves the right to modify the make-up in its sole discretion.

2.18 Nondiscrimination: The successful Proposer agrees that, in performing the Work called for by this RFP and in securing and supplying materials, contractor will not discriminate against or treat differently, any person on the basis of race, color, religious creed, political ideas, sex, age, marital status, sexual orientation, gender identity, veteran status, physical or mental disability, national origin or ancestry, or any other class protected by applicable law.

2.19 Best and Final Offer: CareOregon may request best and final offers from those Proposers determined by CareOregon to be reasonably viable for contract award. However, CareOregon reserves the right to award a contract on the basis of initial Proposal received. Therefore, each Proposal should contain the Proposer’s best terms from a price and technical standpoint. Following evaluation of the best and final offers, CareOregon may select for final contract negotiations/execution the offers that are most advantageous to CareOregon, considering cost and the evaluation criteria in this RFP.

2.20 PROPOSAL CONFIDENTIALITY: Submitted proposals will be treated as confidential and will only be shared internally with applicable staff for this project. Names of awarded proposers will be shared in the Notice of Intent to Award.

Proposer scores and evaluation notes shall remain private and confidential information for CareOregon purposes only.

SECTION 3

SCOPE OF WORK

3.1 BACKGROUND

Founded in 1993, CareOregon is a 501(c)(3) public benefit nonprofit company that draws nearly all its revenue from public programs such as Medicaid (the Oregon Health Plan – “OHP”), Medicare and the State Children’s Health Insurance Program (“SCHIP”). Coordinated care organizations (“CCOs”) are an Oregon innovation that integrates physical, behavioral and oral health care, and treats the whole person.

Through partnerships with our CCOs, we provide integrated managed care services. We partner with Health Share of Oregon to serve the tri-county Portland metro area. We own Jackson Care Connect and Columbia Pacific CCO. In addition to Medicare plans and CareOregon Dental lines of business, Housecall Providers delivers primary, palliative and hospice care to home-bound patients.

Our mission is to inspire and partner to create quality and equity in individual and community health.

Our vision is healthy communities for all individuals, regardless of income or social circumstances.

We focus on the total health of our members, not just traditional health care. In teaming up with members, their families and their communities, we help Oregonians live better lives, prevent illness and respond effectively to health issues.

We care about people We serve Oregonians eligible for the OHP and Medicare Advantage members who have us as their health care option. But that’s not all. We are a managed health care company with an overarching goal: to make world-class, high-quality health care available to Oregon residents, regardless of income.

We support our neighbors We know that some Oregonians are in need but don’t qualify for OHP benefits. We work to strengthen the health care safety net that these Oregonians rely upon, from local health departments and community clinics to rural and migrant health centers. We partner with policy makers and legislators to improve services and provide access to quality care throughout the state, from urban centers to rural neighborhoods.

We work with first-class providers CareOregon has built a health care delivery system that assures access to physicians and health care professionals who understand special needs and provide quality care regardless of a patient’s financial resources.

We work with policy makers to ensure access We provide OHP enrollees assigned to CareOregon access to health care services in exchange for a per member, per month capitation rate. The Oregon Legislature sets this payment rate. The payments are subject to available state funding. CareOregon takes full financial risk for the health care services our members use. CareOregon, formed by safety net health care providers in the state, is a Safety Net Health Plan. Safety Net Health Plans are nonprofits that derive their revenue from public programs.

To put it simply, CareOregon ensures that members have timely access to high quality health care from a broad network of providers, and CareOregon works hard every day to keep people healthy and active in their homes and communities.

RFP #2022-07 Page 2

Equity, Diversity, and Inclusion:

CareOregon recognizes that to achieve the vision of “Healthy communities for all individuals, regardless of income or social circumstances,” it must intentionally cultivate authentic member engagement, community partnerships, and recruit, retain and develop a staff as diverse as the communities it serves.

CareOregon has embarked on a continuous effort to understand the effects of historical, institutional and structural oppression on the various communities represented within its membership and personnel.

CareOregon strives to internally, and in partnership with other like-minded organizations across sectors, to redress policies, systems and health related environmental issues that affect health care disparities and inequities.

Equity, diversity, and inclusion is a cornerstone of CareOregon’s mission, vision and strategic objectives.

CareOregon’s priority is strengthening our communities by making health care work for everyone by ensuring access to a broader and more diverse network of physical, behavioral, and oral health services that address the individual needs and cultural values of our members and reduces barriers to getting needed care.

It is the intent of CareOregon, through issuance of this RFP, to collaborate with like-minded firms that share the same values and that will take actual steps to embody those values in the services provided to CareOregon and its providers, members and clients.

PROJECT SPECIFIC BACKGROUND:

Currently, CareOregon utilizes:

• a hybrid of manual contract management processes in shared drives that operates across different functional/stakeholder groups

• reliance primarily on email to communicate internally and externally on the contract development, negotiation, and signing/execution of Agreements.

• DocuSign for contract execution directly through DocuSign

• limited usage of a no longer supported on-premises software called ConvergePoint that is essentially a contract repository system with minimal functionality.

Currently CareOregon is using disconnected manual processes that need to be modernized using an industry leading contract lifecycle management solution that provides for a large suite of functionality.

Basic requirements are for requisitioning (manager and budget approvals at different tiers), contract draft workflow that includes internal approval and budget assignment information for non-procurement contract activity, editing, repository, event timeline monitoring and contract deliverable reporting.

Two different groups manage most of the contracts for CareOregon. Contracts are categorized either as being a Health Services Contract (as further described below) or Business Contracts (as further described below).

Health Services contracting, as a contract type, means a contract for direct member healthcare or similarly related claims or episode-based services including but not limited to medical services, hospital services, skilled nursing services, chemical dependency services, ambulatory surgery services, home health and hospice service, physical therapy services, laboratory services, anesthesiology services, pharmacy services, dialysis services, and birth center or support services. Healthcare Services Contracts include standard and non-standard contracts, single case agreements, letters of agreements, alternative payment model contracts, value-based payment contracts including risk-based agreements as well as alternative payment method contracts. Provider payment models are for fee for service, capitation, value-based rate structure, or other at-risk structures.

Business contracting, as a category is facilitated through Procurement & Contract Services and Legal Affairs. Procurement & Contract Services facilitates goods and services contracts, meaning contracts for

RFP #2022-07 Page 3 supplies, equipment, materials, software, personal property, professional services, general services, construction, trade services, and data use contracts. Legal Affairs facilitates other business-related contracts such as leases, donations/gifts, grants, non-disclosure agreements, data use agreements, memorandum of understandings, some revenue generating contracts, as well as several other types.

For goods and services contracts, CareOregon has a procurement policy that requires a progressive procurement process depending on the value of the anticipated contract. The procurement process includes direct contracting, informal (3 quotes), intermediate (issue Request for Quotes), and formal (issue Request for Proposals or Invitations to Bid). CareOregon primarily has a procure to contract model where we conduct a procurement process for vendors to provide quotes/proposals, where we then evaluate the quotes/proposals, and then award a contract for services to be provided.

CareOregon currently has licenses for DocuSign that is not integrated to any solution. CareOregon is open to using DocuSign, Adobe Sign or other leading e-signature solutions that best integrate into the proposed solution.

Important Note: We are not looking for a solution that issues proposals/quotes to other entities, nor a procurement to pay solution that is focused on commodity purchasing primarily through the issuance of purchase orders. The vast majority of transactions are for services under an established contract.

Users: Primary Users: 10 for health services contracting; 15 for business contracting; Requestors and Read-Only ~200; anticipate 4 admin/super users.

3.2 SCOPE OF WORK

3.2.1 Scope:

Generally: The contract lifecycle management solution must have the functionality to facilitate the procurement (requisitioning, solicitation development, evaluation and award process), contracting (full services of requisitioning, drafting, reviewing, vendor negotiation, signature gathering, and contract performance tracking), also with a focus on medical provider contracting (contract drafting with different payer models, reviewing, provider negotiation, signature gathering, performance tracking) with the hopes of value added functionality for the provider contracting function including items like compliance and credentialing. The solution software must be a service (SaaS) solution that meets and preferably exceeds the requirements outlined below. Solutions that do not have specialized functionality for procurement, provider contracting, and contract management will not be considered.

**Special Note**: Proposals must be complete listing all modular functions for us to evaluate if the functionality we need is present for our procurement and contracting processes. If solutions have multiple modules, all relevant and connected modules must be included in the proposal, including individual module pricing. Proposals that list one or two modules that provide partial functionality and thereby create a need to buy or develop other modules to make the solution meet our needs will be rejected.

General Scope of Work:

1. Provide software as a service contract lifecycle management and procurement software that automates and centralizes all current contract documents, templates, historical contracts, and any other supporting documents including those that may include live internet links;

2. Functionality: Attachment 1 – Capabilities Questionnaire identifies mandatory and desired functionality. Solutions that do not include the mandatory functionality out of the box, without customization will not be considered. It is important to note that the functionality listed in Attachment 1 is base functionality and the solution that provides the most robust

RFP #2022-07 Page 4 additional functionality at a reasonable price will be selected. In additional sections below, we have provided a narrative of the desired functionality that is intended to provide more context of the required/desired functionality listed in Attachment 1. The below along with Attachment 1 should be read together in terms of requirements.

3. The solution must allow for different workflows for the procurement process as well as different workflows based on the different contract types, which each will have their own templates, alternative contract clauses, and unique data needs. The solution must allow for standard an ad hoc workflows to be used.

4. Users: Must have different user configuration that allows view only, administrator rights, and general user setting that allows request submission, approval, editing, and searching.

a. Incorporate end user permissions to:

i. assign budget/finance/costing information when needed

ii. ensure proper approvals of contract documents

iii. submit request for proposals

iv. view displays or a dashboard of where a document is in the approval process

Contract Management Requirements The contract management solution should have a wide range of functionality for the creation and management of contracts. The solution must have a requisitioning workflow that has the requestor fill out a series of questions and based on the answers, changes the workflow for approval by managers, key stakeholders, and budget authorities. Once approved and submitted to the appropriate contracting group, the solution would populate a contract template and then build the required clauses based on the answers and project details. CareOregon has many different contract templates based on the contract type and project specific requirements (e.g. different fee structures for Health Services Contracts). In the case of different fee tables, the solution should have the ability to have the tables loaded into the system as an optional clause to select when building the contract. The solution should have a clause bank that also allows the drafter to select alternate pre-approved clauses. The solution should have full collaboration functionality that allows the contract analyst, requestor, and stakeholders to review and edit the draft.

Once the contract draft is ready, it then should be sent through the solution to the vendor for review and possible redline edits to the draft. The solution should have tracking capabilities for the draft to be communicated through the solution or via email. The solution should maintain version control of changes to the draft throughout the process. Once the contract is ready for signature, the solution should have workflow for final approval and contract execution by both parties though a solution integrated function (we do not want to use an external signature solution outside the contract solution).

One the contract is fully executed, the solution needs to have a user-friendly dashboard for contract administrators to track the contract status, contractor performance metrics, payment history, and other key performance measurements.

The solution must provide for a contract amendment workflow that is similar to the original contract request process that has a requisition process, approval process, drafting, negotiation, and execution processes. The solution must have parent/child linking so that it is easy to track original contracts and any subsequent amendments.

The system must have a contract numbering system that will sequentially expand for amendments and scopes of work. The contract number will be included on all contracts and amendments.

CareOregon also enters into master services agreements (“MSAs”) that then have individual scope/statement of work (“SOWs”) issued for each specific project. The solution must have the same above functionality for contracts to develop MSAs and SOWs. The solution must have a parent/child linking so that it is easy to track the MSAs and their SOWs.

RFP #2022-07 Page 5

Once a request has been submitted through the system for a contract, the solution must have a capacity for solution administrators or super users to “correct” the request that may include contract type, department, and vendor. The system must also allow for reassignment of tasks. In our current system, we have minimal capacity to correct submission requests without outright rejecting and having the department resubmit the request.

There is interest for the solution to have a vendor management solution that allows vendors to populate their business information including W-9s, ACH payment information, and other details that would then be integrated to Sage Intacct. The solution should have workflow for accepting and updating vendor information.

The solution must have a robust contract repository solution that allows the users to search contracts (including attachments in Word, Excel, and PDF), download contracts, run reports, and dashboard track overall contract status.

The solution must have the ability to set different user permissions and also set restricted access to certain contract types that would only be accessible to specific user groups.

Procurement/Solicitation Requirements The ideal solution for the procurement process is a solution that provides for a full requisition workflow that has the requestor fill out a series of questions and based on the answers, changes the workflow for approval by managers, key stakeholders, and budget authorities. An example is if a requestor indicates that the request is for technology, the workflow is automatically altered to include our technology group in the workflow. Once approved, the solution would use a base solicitation template and then build the required clauses based on the answers and project details (background, scope of work, timelines, questionnaire) provided by the requestor. Once the request is submitted to Procurement & Contract Services for review, the solution should have full collaboration functionality that allows the contract analyst, requestor, and stakeholders to review and edit the draft. The solution should also have the ability to draft addenda to the solicitation document and develop questions and answers that then can be published to interested vendors.

CareOregon will continue to publish its opportunities on the State of Oregon website called OregonBuys, however, if the solution also allows us to publish on our own website, that may be of interest.

We would like the solution to provide for a portal for vendors to submit their quotes/proposals. Ideally, the portal will not require registration by vendors. The solution should track and send confirmation for submissions and then create a bid tabulation or proposal received.

The solution should also have dynamic evaluation functionality that allows the evaluation committee to access the proposals and then to conduct their evaluation, that includes taking notes, providing scoring, updating scoring after different phases of the evaluation (written review, interview, receipt of best and final offer, etc.) in the solution.

The solution should have dashboards that internal users can see where in the procurement process the project is at and provide metrics on the project milestones.

Once a procurement process is complete, the solution ideally would have workflow that moves the project into the contracting process.

RFP #2022-07 Page 6

Health Services Contracting Provider contracting is an internal workflow where providers are identified and once it is determined to move forward with a contract, a sequence of review and approval processes occur where different departments vet the provider for credentialing, then once done goes to the contracting group to draft a contract for the provider’s review and signature.

Ideally the solution would integrate to QNXT to link with assigned QNXT provider identification numbers and Valiant to track active QNXT provider identification numbers for any Value Based Contract payments.

Ideally the solution would have the ability to group contract types by items like payment type, payment terms, language terms, or entity type and then have the ability to run reports and possibly a dashboard of the groups.

Implementation Requirements:

1. Provide a Project Manager assigned to CareOregon for all project activities including initiation, design, testing, training, go live, and post go live support (12 weeks).

2. Provide bulk upload of legacy contracts and key data into the solution.

3. Provide a sandbox environment for testing during the project duration.

4. Provide technical assistance and design guidance for all phases of the project (including application integration)

5. Provide training for CareOregon users (as well as a recording of the training sessions)

6. Provide training for CareOregon administrators (as well as a recording of the training sessions)

7. Provide reference guides or user help guides for remote workforce access

8. Must facilitate the bulk import of legacy contracts and data into new system.

Integration & Legacy System Requirements

1. Sage Intacct (primary finance solution; includes vendor directory file)

2. Avidxchange (bolt on to Sage Intacct to provide AP and limited purchase order workflow)

3. Cognizant QNXT

4. Active Directory (single sign-on)

5. Symplr Provider (credentialing)

6. UKG/Success Factors (active employee directory)

7. QNXT (billing system)

8. FIDO (reporting system)

9. Valiant (payment calculation system)

10. Ability to import historical contract data from legacy systems

11. Integrations to CareOregon existing systems for finance, accounting, claims processing and credentialing should include pre-built or custom-built APIs with historical version experience alignment between your solution and the above Integration Requirements applications.

Service Level Agreement Requirements

1. Be available to discuss any technical issues with CareOregon staff on an as needed basis during normal business hours (M-F, 8am-5pm, Pacific Time), and fix, or assist CareOregon in fixing, such errors within one (1) business day of notification.

2. Make timely software updates and train CareOregon staff on any changes subject to request.

3. Maintain simultaneous software update information in user guide references for remote workforce access.

Technology Requirements

1. All data must at all times be stored/archived in the continental United States.

2. Must utilize Microsoft 365 platform.

RFP #2022-07 Page 7

3. Comply with CareOregon Data Security Requirements and terms and Conditions for Cloud Services incorporated by reference at: https://www.careoregon.org/contact-us/vendor-resources.

4. Must have backup data centers in separate geographic area in the event of an outage or natural disaster.

5. Securely protect all contract and procurement data using best in class infrastructure and proactively mitigate any and all security risks. Such protection may include encrypting data, conducting regular internal audits and penetration tests, and logging platform log-in and usage to verify proper access.

6. Must be HIPAA compliant as protected health information (“PHI”) will be in the system.

3.2.2 Project Schedule:

Date Event June 2022 RFP Published July-August 2022 Proposals received and evaluated August-September 2022 Contract negotiation September 2022 Implementation services begin October-November 2022 Software goes live

*Note schedule will change based on recommendation of timeline by selected vendor

3.2.3 Term of Contract: The term of the contract shall be on an annual basis with the option to extend annually as agreed upon by the parties. CareOregon may consider a longer initial term if incentivized but after the initial term, it will be extended annually through a process of the vendor sending a renewal notice at least ninety (90) days prior to the end of the term and CareOregon issuing a purchase order to extend for an additional period.

3.2.4 Sample Contract: It is understood that most software purchases will be completed using the vendor specific contract template. For this project, CareOregon is open to using the selected vendor contract, however, the attached Contract Addendum (attached as Attachment 2) shall be required to be executed that will specifically supersede several typical clauses contained in software vendor agreements. Most of the clauses are required and will not be negotiated so it is important for interested vendors to carefully read the Contract Addendum and understand that it will be executed along with the resulting vendor contract.

https://www.careoregon.org/contact-us/vendor-resources

RFP #2022-07 Page 8

SECTION 4

EVALUATION PROCEDURE

4.1 An evaluation committee will review all Proposals that are initially deemed responsive and they shall rank the Proposals in accordance with the below criteria. The evaluation committee may recommend an award based solely on the written responses or may request Proposal interviews/presentations.

Interviews/presentations, if deemed beneficial by the evaluation committee, will consist of the highest scoring Proposers. The invited Proposers will be notified of the time, place, and format of the interview/presentation. Based on the interview/presentation, the evaluation committee may revise their scoring.

Written Proposals must be complete and no additions, deletions, or substitutions will be permitted during the interview/presentation (if any). The evaluation committee will recommend award of a contract to the final CareOregon decision maker based on the highest scoring Proposal. The CareOregon decision maker reserves the right to accept the recommendation, award to a different Proposer, or reject all Proposals and cancel the RFP.

Proposers are not permitted to directly communicate with any member of the evaluation committee during the evaluation process. All communication must be facilitated through the assigned Procurement Analyst.

4.2 Evaluation Criteria

Category Points available:

Proposer’s General Background and Qualifications 0-15 Scope of Work 0-100 General & CLM Functionality 0-45 Procurement Functionality 0-5 Health Services Contracting Functionality 0-5 Service Level Agreement 0-10 Implementation 0-15 Technical Questions 0-10 Information Security 0-10 Equity, Diversity, and Inclusion Efforts 0-10 Fees 0-25

Available points 0-150

4.3 Once a selection has been made, CareOregon will enter into contract negotiations. During negotiation, CareOregon may require any additional information it deems necessary to clarify the approach and understanding of the requested services. Any changes agreed upon during contract negotiations will become part of the final contract. The negotiations will identify a level of Work and associated fee that best represents the efforts required. If CareOregon is unable to come to terms with the highest scoring Proposer, discussions shall be terminated and negotiations will begin with the next highest scoring Proposer. If the resulting contract contemplates multiple phases and CareOregon deems it is in its interest to not authorize any particular phase, it reserves the right to return to this solicitation and commence negotiations with the next highest ranked Proposer to complete the remaining phases.

RFP #2022-07 Page 9

SECTION 5

PROPOSAL CONTENTS

5.1 Vendors must adhere to submission instructions and be advised as follows:

1. Complete Proposals must be emailed to Procurement@careoregon.org. The subject line of the email must identify the RFP title. Proposers are encouraged to contact Procurement to confirm receipt of the Proposal.

2. CareOregon reserves the right to solicit additional information or Proposal clarification from the vendors, or any one vendor, should CareOregon deem such information necessary.

3. Proposal may not exceed a total of 75 pages (single-sided), inclusive of all exhibits, attachments (except response to Attachment 1) or other information.

4. Proposers are required to structure Proposals following the below question outline. It is important for answers to be clear and concise.

5.2 General Question – Functionality: These questions are to confirm that the proposed solution provides all of the required functionality outlined in the Scope of Work out of the box, meaning that it is base functionality that only requires configuration, but no customization or reliance on future potential enhancements:

a. Contract Management Functionality: Yes, No

b. Procurement Functionality: Yes, No

c. Health Services Functionality: Yes, No

5.3 Proposer’s General Background and Qualifications:

1. Description of the firm.

2. Credentials/experience of key individuals that would be assigned to this project.

3. Description of providing similar services to non-profit entities of similar size within the past five (5) years.

4. Describe your typical customer profile, such as size and service provided. What are your customer retention rates?

5. Description of the firm’s ability to meet the requirements in Section 3.

6. Description of what distinguishes the firm from other firms performing a similar service.

7. Is your firm currently or potentially engaged in litigation?

8. Provide information demonstrating that your firm is financially stable.

9. Is there any issues or concerns in social media about your firm?

5.4 Scope of Work

General

1. Complete Attachment 1 that outlines the required or desired functionality of the proposed solution.

Attachment 1 requires that the proposer indicate for each listed functionality if the functionality is available out of the box, is included but requires configuration, is possible but requires customization, or if the functionality is not available.

2. If functionality will a future (within next 2 years) enhancement, indicate as such.

3. If the solution has planned functionality that is not included in Attachment 1, describe the planned

(within next 2 years) functionality.

4. Provide technical data sheets to support all functionality for Contract Management, Procurement, and

Health Services.

Contract Lifecycle Management (CLM) Functionality

1. Provide a narrative of your solution and how it is meets the needs of CareOregon.

mailto:Procurement@careoregon.org

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2. Provide technical data sheets to support all functionality for Contract Management, Procurement, and Health Services.

3. Describe how your solution provides the greatest contract lifecycle management functionality for CareOregon.

Procurement Functionality (Solicitations)

1. Do you offer a procurement module?

2. Describe how your solution provides the greatest procurement functionality.

Health Services Contracting Functionality

1. Does your solution provide specific functionality for Health Services or grant funding contracts?

a. If yes, what are the basic out-of-the-box (OOB) features of this solution?

2. Does your solution provide any health payer specific functionality and if it does, describe for the items below and other related services offered/included:

a. Credentialing

b. Provider data management

c. Compliance management

3. Describe how your solution provides the greatest functionality for Health Services relationship management.

Service Level Agreement

1. Provide your standard Service Level Agreement.

2. Confirm that customer support will be available minimally M-F, 8:00 am-5:00 pm, Pacific Time.

3. Describe operational and service level agreements and uptime guarantees.

4. Describe how your support process works, including expected response times and availability.

5. What skills are required for CareOregon staff to interact with the proposed solution?

6. Describe how you maintain system currency, including any update cycles or defined maintenance windows.

7. How will you communicate and engage CareOregon staff during the operation of the solution? How do you communicate with your customers when a problem or incident is underway?

8. Describe the managed services (if any) provided within the proposal. What is the total scope of work expected, and how does that break down into responsibilities between CareOregon and the service provider?

9. Describe how the vendor-customer relationship will be managed. What points of contact will you provide, and what are their roles?

Implementation

1. Provide an implementation plan and estimated timeline from a hypothetical contract execution date.

2. Are implementation services provided by your company or subcontracted to a third-party vendor? If another company:

a. Will CareOregon have to contract directly with the implementation firm or will they be a subcontractor?

b. Provide background information about the implementation firm including contact information, firm background, assigned staff credentials, and any other helpful information for us to evaluate.

3. If implemented by your company, provide a description of the skills and experience (CV) of the individuals who would be assigned to the project.

4. Does any part of the implementation need to be in-person?

5. Provide a matrix of responsibilities (RACI) including milestones, prerequisite milestones, and milestone durations.

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6. Describe training to be provided by you. Be specific if the offered and included training is for general users, power users, or administrator of the solution?

7. Do you offer training guides? FAQs? Recordings of training sessions?

8. What is your project approach/strategy?

9. Does your project approach/strategy include a vendor-supplied project manager?

10. Do you provide a project approach playbook for all phases of the project (design planning, workflow configuration, testing, implementation, go-live, post go-live)?

11. What is the number of hours per week we should anticipate dedicating to the project?

12. What is the number of hours per week we should anticipate your team will be working or meeting with us directly?

13. Describe how your firm will provide bulk upload services for existing contracts?

14. How do you ensure a positive onboarding experience including deployment services and technology configuration?

15. The final solution may be composed of multiple integrated modules, features, and services. Describe the order in which you recommend implementing these modules and why. Describe any required prerequisites for these modules.

16. Please provide a template(s) that you have related to an implementation.

Technical Questions

1. Does your solution have a test environment that will be used for development and testing before being migrated to production?

2. Will you provide a best practice for how your clients administer the solution regarding:

a. Solution configuration practices.

b. User and license management.

3. Please provide details on clients’ data security.

a. Is client data encrypted at rest?

b. CareOregon Data at all times must be located in the continental United States. Confirm that all applications and data base servers are located in the continental United States.

4. Describe your data security procedures and audit.

5. Provide a copy of your most recent data security audit.

6. Describe your standard updates/patches frequency, version upgrades, and the process to notify customers of upcoming new releases.

7. What customizations would you need to make to your standard product offerings to fit this solution to

CareOregon’s needs?

8. What are the technical requirements for CareOregon staff to operate and manage the solution (hardware, software, connectivity)?

9. Describe how the solution integrates with other platforms and systems. Are these built-in or custom integrations?

10. Is the technology proposed built, owned, and managed by the original software vendor? Describe the role any third-party technologies or services play in the proposed solution.

11. Are there additional third-party products/services that CareOregon will need to license/procure separately from this solution?

12. What capabilities does your system have for both extracting and ingesting information?

13. What does the process look like if or when we identify a need to ‘add’ a new inbound connector?

14. Please provide the discreet data elements which we would ideally track related to provider contracts/business contracts.

Information Security

1. Describe how this solution will help us keep compliant with health care regulations, such as HIPAA.

2. Describe your Information Security program, including organizational structure, leadership, and framework.

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3. How does your product provide high availability and resiliency to address service outages, compromises, data corruption, or other impairments?

4. Describe disaster recovery and business continuity plans, specifically addressing the most recent date and the number of time vendor has practiced and tested its procedures in the past 5 years, and the results of those exercises.

5. Describe all places where CareOregon data may be stored by your staff, such as on workstations or paper, and physical locations such as in offices and/or data centers. Describe your physical security model. Do you allow customer data to be downloaded or moved outside of your applications and data centers?

6. How will you ensure that CareOregon data is not stored or processed outside of the United States?

7. How does the proposed solution protect CareOregon data from unauthorized access, both at rest and in transit?

8. Describe how you keep CareOregon data separate from other customer data.

9. How do you screen your employees and contractors to ensure the safety of customer data?

10. Is the data stored in this solution accessible by the service provider’s support staff? Please describe.

11. How does the proposed solution implement single sign-on with third-party identity systems, such as

Active Directory, Azure Active Directory, and/or other OAuth identity services?

12. Describe how the system records and reports on user access and activity. Do you periodically review your own staff access logs?

13. Are your system security measures validated regularly by a third party? Please describe and include any industry certifications you have achieved.

14. What provisions do you have to allow us to retrieve data if/when our agreement ends? How do you ensure data is destroyed and/or permanently removed from your systems?

5.5 Equity, Diversity and Inclusion Efforts

1. Describe your firm’s equity, diversity and inclusion values, policies, efforts, and successes. Include specific details of efforts and how they have shaped the composition and spirit of your firm.

2. Supplier diversity is the intentional inclusion of historically underutilized businesses in a firm’s supply base to achieve innovation, cost reduction, and building economic growth in our communities. If you plan to use subcontractors or other third-party services for the services proposed to CareOregon, describe your supplier diversity program.

3. Outline the specific elements of your proposed services that will support and advance CareOregon’s equity, diversity, and inclusion mission.

5.6 Fees

1. What is the annual software subscription fee?

2. If you have other modules, provide a data sheet for each module and provide the associated fee for each module.

3. Describe the basis of the annual subscription (e.g. enterprise, seat/headcount, etc.)

a. If on a seat/headcount basis, what is the cost for each and is that rate guaranteed through the term of the contract in the event an increase of the seats/headcount is required.

b. What is the maximum annual renewal escalator?

4. What is the setup and implementation service fee? Is it fixed fee or a time and material (if T&M, provide rates)?

5. Does the annual subscription fee become due upon contract execution, software provisioning, or upon…