RFP 40DHHS-S697 Actuarial Services Final.docx

State of Nevada

Steve Sisolak

Department of Administration

Governor

Purchasing Division

Deonne E. Contine

Director

515 E. Musser Street, Suite 300 Carson City, NV 89701

Kevin D. Doty

Acting Administrator

State of Nevada

Purchasing Division

Request for Proposal: 40DHHS-S697

For

ACTUARIAL SERVICES

Release Date: May 29, 2019

Deadline for Submission and Opening Date and Time: July 17, 2019 @ 2:00 PM

Refer to Section 7, RFP Timeline for the complete RFP schedule

For additional information, please contact:

Ronda Miller, Purchasing Officer II

State of Nevada, Purchasing Division

515 E. Musser Street, Suite 300

Carson City, NV 89701

Phone: 775-684-0182

Email address: rlmiller@admin.nv.gov

Refer to Section 8 for instructions on submitting proposals

VENDOR INFORMATION SHEET FOR RFP 40DHHS-S697

Vendor Shall:

A) Provide all requested information in the space provided next to each numbered question. The information provided in Sections V1 through V6 shall be used for development of the contract;

B) Type or print responses; and

C) Include this Vendor Information Sheet in Section III of the Technical Proposal.

including address if different than above

Name:

Title:

Address:

Email Address:

TABLE OF CONTENTS

The following attachments will be listed under the Attachment tab within NevadaEPro

Prospective vendors are advised to review Nevada’s ethical standards requirements, including but not limited to NRS 281A, NRS 333.800, and NAC 333.155.

All applicable Nevada Revised Statutes (NRS) and Nevada Administrative Code (NAC) documentation can be found at: www.leg.state.nv.us/law1.cfm.

PROJECT OVERVIEW

The State of Nevada Purchasing Division on behalf of Department of Health and Human Services, Division of Health Care Financing and Policy is seeking proposals from qualified vendors to provide Actuarial services. The purpose of the RFP is to solicit proposals from qualified organizations or entities with professional experience and knowledge in actuarial sciences in the application of actuarial principles in Medicaid health care programs including a coordinated health care program with the vendor assuming risk.

Vendors must clearly demonstrate an understanding of Medicaid and the health care environment, specifically the prepaid capitated method of payment for coordinated health care and coordinated health care programs where a coordinated health care provider assumes financial risk. Vendors must also demonstrate previous experience in providing actuarial advice and assistance in a Medicaid environment with different coordinated health care practice patterns, experience with various forms of coordinated health care plans and have a working knowledge of health care insurance products. The rating period for Nevada is on a calendar year schedule.

The State of Nevada has a diverse population distribution. Currently, there are two urban counties (Clark and Washoe) and fifteen rural Counties. As of July 2018, there were approximately 660,456 Medicaid participants, within the state, with approximately 456,217 enrolled in managed care. In addition, there were approximately 28,144 participants in the Nevada Check Up (CHIP) program who are enrolled in managed care.

In 1998, the Department of Health and Human Services, Division of Health Care Financing and Policy (DHCFP), under legislative direction, implemented a mandatory coordinated health care program for Medicaid recipients. This coordinated care program is mandatory in urban Clark County (Southern Nevada) and in Washoe County (Northern Nevada) through enrollment in a Managed Care Organization (MCO).

The selected vendor will support the Title XIX Nevada Medicaid Program and the Title XXI CHIP Program, known in Nevada as Nevada Check Up, by developing an actuarially sound methodology for capitated rates to be paid to Medicaid MCOs. The vendor will also verify the data received from providers is accurate, complete, and timely, review and analyze annual financial statements and prepare reports estimating the financial impact and cost benefit of the managed care service delivery models. In addition, the vendor will participate with state representatives in communication and planning activities and provide consulting services, including the provision of strategic planning services to DHCFP administrators and managers. The vendor shall provide technical assistance on additional projects as requested.

The contract that results from this RFP is anticipated to allow for a six (6) month transition period with the current vendor. It is the intention of the DHCFP to award an initial contract for four (4) years with the option of an additional one (1) two (2) year extension upon the mutual agreement of the DHCFP and the Vendor. However, we reserve the right during contract negotiations to decide upon a two (2) year contract with the option of an additional one (1) two (2) year extension.

Additionally, the selected vendor will be required to work with other state and federal agencies. This will require communication with Legislative (or Congressional), executive and administrative branches of government.

SCOPE OF WORK

DHCFP currently has a Managed Care program in place in two counties of Nevada. The mandatory geographic service areas are urban Clark and Washoe Counties. Other geographic areas and Medicaid populations may be included in the MCO population during the term of this contract and are to be considered to be part of the program for this Request for Proposal. Should the DHCFP expand geographic areas, services or Medicaid populations, the DHCFP will, if necessary, adjust the capitation paid the MCO to an actuarial sound rate at the time of the change. Actuary services are required to set actuarially sound rates, perform rate specific analysis and consult on the implementation of rates and programs. The services may include, but are not limited to:

Rate Setting

Methodology. Develop, document, and support actuarially sound rate setting methodologies for capitated rates for all Nevada Medicaid and Nevada Check Up populations. Vendor may also be required to develop capitated rates for other Medicaid populations and services such as the aged, blind, and disabled and non-emergency transportation services. In all cases where rates are developed for an enrollee population, DHCFP requires that fully benchmarked rates be produced for each year of the contract term; rates produced in the interim of a year in which benchmarked rates were produced may utilize actuarially sound trends and indices.

Provide training and technical assistance concerning rate setting methodology to DHCFP personnel as needed. This includes training agenda and materials for specific sessions, delivery of training related to use of rate setting methodologies, and statistical data analysis.

Calculations. Develop and support actuarially sound rate structures to be applied to the following:

Medicaid and Nevada Check Up MCO populations of approximately 456,217 participants currently, subject to change.

Follow up with the MCOs regarding Capitation Rates as requested, outstanding questions regarding Capitation Rate development or payment methods, rate cell questions, and other items. This will include leading discussions between the Vendor, the DHCFP, and the MCOs to address MCO concerns regarding emerging experience and capitation rates and supporting the DHCFP in negotiations and finalizing contracts with MCOs.

Dental Capitation Rates. Provide managed care assistance and certification of the capitation rates and assistance with contract negotiations with the contracted dental plan.

Capitation Rate Modifications and Related Other Adjustments. Conduct additional analysis and provide capitation rate adjustments and reports as requested by the DHCFP.

Policy and Fiscal Impact Analysis. Perform various analyses to support review of proposed policy changes. Analysis shall either be completed fully by Vendor or by Vendor review and comment on analysis performed by the DHCFP.

Waiver Support

As directed by the DHCFP, assist with current and new programs developed and operating under any innovation program waivers and waiver renewals as indicated below. Waivers are renewed every five years and may be amended to meet policy requirements.

Provide documentation and spreadsheets for cost effectiveness and completion of relative narrative portions of the waiver renewal or amendment applications in accordance with CMS requirements.

Provide cost effectiveness analysis and exhibits for waiver submissions as requested by the DHCFP.

Provide budget neutrality analysis and exhibits for waiver submissions as requested by the DHCFP. This includes development of CMS372 data for annual submissions. This may include coordination with DHCFP fiscal staff.

Provide documentation detailing methodology, background, and calculations per rate for current and future waiver years to be used by the DHCFP for procurement and waiver application and renewal.

Experience Monitoring and Reporting

Encounter Data and Encounter Utilization Monitoring.

Develop and provide documentation for distribution to the DHCFP and the health and dental plans and conduct meetings to discuss methodology and specifications.

Collect encounter data and maintain an internal data warehouse to facilitate data analytics. Analyze submitted encounter data to ensure that the data is sufficiently complete and accurate.

As part of rate development, routinely produce reports comparing the health plan submitted encounter data with the self-reported financial and utilization health plan data to ensure financial solvency and to verify adequacy of rate structures.

Vendor may provide reporting capabilities through alternative methods including electronic tools developed by Vendor, provided the DHCFP will have access to the reports and information through those tools.

Prepare reports estimating the financial impact and cost benefit of the managed care service delivery models compared to the fee for service delivery model.

Prepare comparative utilization reports of services furnished to the recipients for the various DHCFP service delivery models based on encounter data, whether supplied by DHCFP’s designated data processor or fiscal agent, or other methods as may be specified by DHCFP, such as directly from DHCFP’s contracted MCO Vendor(s).

Verify the data received from providers is accurate, complete, and timely; and in accordance with 42 CFR 438.242(b)(2); and validate the conversion process of the data.

Make all collected data available to the state and upon request to CMS as required.

Provide strategic planning services to DHCFP administrators and managers.

Provide technical assistance on additional projects as requested. The services provided shall be responsive to the needs of DHCFP and will be agreed to in writing. Payment for any additional services will be negotiated.

Risk Adjustment

Risk Scoring Methodology. Develop and provide detailed documentation on risk scoring methodology.

Risk Score Calculations. Calculate individual risk scores and any related adjustments.

Risk Adjustment Reconciliations and Capitation Adjustments. Reconcile total capitation amounts paid to the MCOs with the realigned results after risk adjustment has been applied.

Risk Mitigation

Current Risk Mitigation Strategies – the current strategies used by the DHCFP are as follows:

Stop-Loss – the DHCFP assumes partial risk for recipient inpatient hospital medical costs that exceed a predetermined amount. Costs that exceed the predetermined amount are currently reimbursed at 75%, provided all other conditions are met for the reimbursement request (i.e. associated claims detail).

Maternity Kick Payment (Sixth Omnibus Budget Reconciliation Act aka SOBRA) – the DHCFP makes a one-time payment to the MCO to mitigate the risk associated with the covered delivery of a child.

Risk Pool, Very Low Birth Weight (VLBW) risk pool – The DHCFP has implemented this strategy to mitigate the risk of low birth weight babies.

Risk Corridor, Specialty Pharmacy –The DHCFP has implemented a risk mitigation strategy for high cost specialty pharmacy treatments.

Other Risk Mitigation Techniques – Additional risk mitigation strategies will be evaluated as the managed care program evolves and as new populations are included into the managed care program.

Ad Hoc

The awarded vendor will provide Ad Hoc reporting or services upon the request of DHCFP as needed. Ad Hoc reports and services may be requested by the DHCFP to support program and strategic policy decisions. Ad Hoc report access is restricted to authorized users only.

For all Ad Hoc reports or services, the Vendor will provide technical assistance for each project.

All DHCFP requests for Ad Hoc reports or services will:

Follow the work order process defined by the DHCFP.

Be reviewed by the Contract Unit at DHCFP prior to the request being sent to the vendor;

As per the work order process, the business need for the Ad Hoc report or service will be detailed on a work order form and approved by DHCFP Administration.

The vendor will submit completed Ad Hoc reports and services to the DHCFP with an itemized work order as backup to support an associated invoice with listed tasks and the cost included.

The Ad Hoc report or service work will not commence until DHCFP Administration approves the DHCFP work order form via electronic communication.

The DHCFP will not authorize reimbursement for Ad Hoc reports or services without an approved work order in accordance with work order processes.

General Obligations

Actuarial Soundness

Ensure that the methodologies developed, and rates calculated under all tasks meet all federal and State requirements, including CMS guidance for actuarial soundness and are approved by the DHCFP.

Certify all applicable work products as actuarially sound by a Member of the American Academy of Actuaries (MAAA).

All deliverables submitted to the DHCFP shall be compliant with applicable actuarial standards of practice (ASOP No. 49).

All deliverables submitted to the DHCFP in final form shall be free from material, statistical, mathematical, and reference error. Should errors be identified that affect the DHCFP financially, or that misrepresent the DHCFP or state, or that damages the image or public standing of the DHCFP or state, the Vendor may be liable for damages as per the executed contract.

Project Management

Identify vendor project managers (see Section 2.2.3 Key Personnel) for each Task Area. Project managers shall maintain actuarial credentials, Fellow of the Society of Actuaries (FSA) or Associate of the Society of Actuaries (ASA), and Member of the American Academy of Actuaries (MAAA) designations throughout the life of the Contract and copies of certificates of current designations shall be submitted to the DHCFP within ten (10) business days of Contract execution. The DHCFP reserves the right of prior approval for all named project managers. The DHCFP also reserves the right of prior approval for any replacement of Vendor project managers.

The project manager(s) or designee(s) shall be available within one (1) business day of DHCFP request for unscheduled telephone conferences.

The awarded vendor shall respond within one (1) business day of receipt of email or other contact by DHCFP or other representative to ensure prompt, and accurate delivery and receipt of communications and/or data.

Appeals

Provide all necessary assistance in all stages of the appeal process or other litigation concerning rate settings and actuarial services, including but not limited to providing expert testimony where appropriate to defend the actuarial determinations made.

Data

The awarded vendor shall maintain databases and systems, as necessary, to support Contract functions, including the ability to interface with data sources as determined by the DHCFP.

The vendor shall:

Accept and maintain accurate current and historical data;

Create sufficient audit trails for all activities or projects

Deliver all interfaces, projects or reports as per an agreed timeline for each activity, or as defined by DHCFP.

Render all reports in the media, format, timeframe and frequency that are appropriate to the business nature of the report, as specified by DHCFP.

The vendor shall meet the DHCFP and the Office of the Chief Information Officer’s security standards for data collection, storage, and secured electronic transmissions. This includes, but is not limited to, a minimum 256-bit encryption for both authentication and data transmission.

The vendor shall manage application security to ensure access is available and appropriate to the role description.

The vendor shall ensure security safeguards are in place to assure the integrity of system hardware, software, records, and files, including but not limited to:

Orienting new employees to security policies and procedures;

Conducting annual review sessions on security procedures;

Developing lists of personnel to be contacted in the event of a potential or suspected security breach;

Maintaining entry logs for limited access areas;

Maintaining an inventory of DHCFP assets, not including any financial assets;

Limiting physical access to systems hardware, software, and libraries; and

Maintaining confidential and critical materials in limited access, secured areas.

If the vendor’s systems or applications will host DHCFP data, the vendor shall provide the following to the DHCFP:

Documentation of Service Organization Control 2 (SOC2) compliance or the following documentation prior to system implementation and annually thereafter:

Attestation of passed information security risk assessment;

Attestation of passed network penetration scan;

If the vendor utilizes a web application in performance of services under the resultant contract, attestation of passed web application security scan.

The vendor shall develop and maintain, subject to DHCFP approval, a disaster recovery and business continuity plan to address recovery of business functions, business units, business processes, human resources, and the technology infrastructure. The vendor shall comply with the DHCFP-approved plan at all times. The vendor shall protect against hardware and software failures, human error, natural disasters, and other emergencies that could interrupt services and operations.

If the vendor’s solution involves a Cloud Service Model (CSM), the CSM must be Federal Risk and Authorization Program (FedRAMP), Moderate level Authorized.

Activities/Deliverables

The vendor shall work with DHCFP to develop a set of plans to successfully guide the project team(s) through all project tasks. At a minimum, plans shall clearly document the approach and processes used to successfully manage the:

Scope of work;

Deliverables schedule;

Cost;

Quality;

Change; and Risk and Issues.

The vendor shall establish and submit to the DHCFP for approval, all solution planning documents identified in this RFP. Plans shall be developed in accordance with the timeline in the approved Project Work Plan and Schedule. Approved plans shall be maintained and updated by the Vendor for the duration of the contract.

Deliverables

Deliverable Review

DHCFP’s review time begins on the next working day following receipt of the deliverable.

DHCFP’s review time shall be determined by the approved and accepted detailed project plan and the approved contract.

DHCFP has up to five (5) working days unless otherwise mutually agreed upon to determine if a deliverable is complete and ready for review. Unless otherwise negotiated, this is part of DHCFP’s review time.

Comments/Revisions Requested by DHCFP

If DHCFP has comments and/or revisions to a deliverable, the following shall be provided to the vendor:

Detailed written communication which outlines the concerns, comments and requested revisions.

The vendor shall have five (5) working days, unless otherwise mutually agreed to, for review, acceptance and/or rejection of DHCFP’s comments.

A meeting to resolve outstanding issues shall be completed by mutually agreed upon time frame.

Agreements made during meetings to resolve issues shall be documented in written communication and delivered separately.

Once an agreement is reached regarding changes, the Vendor shall incorporate them into the deliverable for resubmission to DHCFP.

All changes shall be easily identifiable by DHCFP.

Resubmission of the deliverable shall occur by mutually agreed upon time frame.

This review process continues until all issues have been resolved within a mutually agreed upon time frame.

The vendor shall provide one (1) updated and complete master copy of each deliverable.

Plan

Contract Administration Plan

The vendor shall work with DHCFP to establish and execute a Contract Administration Plan to be approved by DHCFP no later than thirty (30) calendar days prior to the execution of the contract. The plan shall go into effect on the first business day. The plan shall include, but not limited to:

Points of contact for the Contract;

Roles and responsibilities;

Critical contract milestones;

Communications plan;

Payment procedure (acceptance and rejection of invoices); and

Establish an issue resolution process (including turnaround time frames).

Meetings

Participate in and contribute to all DHCFP meetings related to the Contract. The meetings will include reviewing Contract status, planning for future action, and other aspects as necessary.

Meet with the managed care organizations, other provider groups and other concerned parties as determined necessary by the DHCFP. This includes developing presentation materials, as determined by the DHCFP. For unscheduled meetings, the vendor shall be available within five (5) business days of the DHCFP request.

Assist the DHCFP in the presentation of materials for any legislative and/or advisory committees and subcommittees. This task will require the vendor to keep the DHCFP informed of its findings, conclusions and progress of items in development, and to provide any additional information that may be requested. This task will also require the Vendor to accompany the DHCFP to present materials to the requesting entity or to connect by telephone, as determined by the DHCFP. This includes presentation materials, agenda, and presentation of materials, as needed.

Prepare and be available to provide periodic progress reports and Contract-related tasks, as necessary, to CMS, and any other legislative and/or advisory or oversight entities on any aspect of actuarial services with which the Vendor is involved.

Performance

Vendor is expected to apply actuarially sound principles to produce rates and related analyses. Actuarially sound rates:

Have been developed in accordance with generally accepted actuarial principles and practices;

Are appropriate for the populations to be covered, and the services to be furnished under the contract; and

Have been certified, as meeting the requirements of this paragraph (c), by actuaries who meet the qualification standards established by the American Academy of Actuaries and follow the practice standards established by the Actuarial Standards Board.

In the case of errors found to be the fault of the vendor, vendor will provide corrected documents, calculations, rates etc. to the DHCFP at no cost to the DHCFP.

Provide quality assurance for all deliverables to be submitted to the DHCFP.

AGENCY SPECIFIC TERMS AND CONDITIONS

Alterations, modifications, or variations to a proposal may not be considered unless authorized by the RFP or by addendum or amendment.

Periodic Project Reviews

On a periodic basis, the State reserves the right to review the approved deliverables to assess the direction of the project and determine if changes are required.

Changes to the approved deliverables may result in a contract amendment.

In the event changes do not include cost or significant schedule modifications, mutually agreed to changes may be documented in memo form and signed by the DHCFP and the vendor.

Issue Resolution

During the term of the contract, issue resolution will be a critical component. The following process will be adhered to for all issues.

Presentation of Issues

Issues must be presented in writing to the designated Project Manager for each party.

DHCFP uniform issues processing form will be developed by the State to record all issues, responses, tracking and dispositions.

A project issues log will be kept by the State.

Issues raised by either party must be accepted, rejected, and/or responded to in writing within three (3) business days of presentation or by a mutually agreed upon due date.

Failure to accept, reject and/or respond within the specified time frame will result in deeming the issue presented as accepted and the party presenting the issue may proceed to act as if the issue were actually accepted.

10.3.6.2 Escalation Process

If no resolution is obtainable by the respective Project Managers, the issue will be escalated to the DHCFP Administrator or designee; and the designated representative for the Vendor via the Incident Report process developed by DHCFP.

A meeting between the parties will take place within three (3) business days or a mutually agreed upon time frame.

Final resolution of issues will be provided in writing within two (2) business days of the meeting or a mutually agreed upon time frame.

All parties agree to exercise good faith in dispute/issue resolution.

If no resolution is obtainable after the above review, the issue will be escalated to the designated approving authority for the State and the designated representative for the Vendor.

Incident Report

The incident report form is used to report issues or incidents, and to explain the situation, causes, steps taken to resolve the issue and corrective actions to be initiated. The incident reporting form provides the process to mitigate the issue or incident and is to be retained for history.

Proceed with Duties

The State and the Vendor agree that during the time the parties are attempting to resolve any dispute in accordance with the provisions of the contract, all parties to the contract shall diligently perform their duties thereunder.

Cost and/or Scope Changes

If any issue resolution results in schedule or cost changes, a State contract amendment will be required.

Ownership of Information and Data

The State shall have unlimited rights to use, disclose or duplicate, for any purpose whatsoever, all information, forms, templates, tools developed for and paid for by the State and data developed, derived, documented, installed, improved or furnished by the Vendor in this contract.

All files containing any State information are the sole and exclusive property of the State. The Vendor agrees not to use information obtained for any purposes not directly related to this contract without prior written permission from the State.

Vendor agrees to abide by all federal and State confidentiality requirements including, without limitation, providing at Vendor’s expense all notices or other corrective or mitigating measures required by law in the event of a breach of the security of the data for which Vendor is responsible.

Key Personnel

Key personnel is identified by the vendor and will be incorporated into the contract. Replacement of key personnel may be accomplished in the following manner:

A representative of the Vendor authorized to bind the company will notify the State in writing of the change in key personnel within five (5) business days.

The State may accept the change of the key personnel by notifying the Vendor in writing.

The signed acceptance will be considered to be an update to the key personnel and will not require a contract amendment. A copy of the acceptance must be kept in the official contract file.

Replacements to key personnel are bound by all terms and conditions of the contract and any subsequent issue resolutions and other project documentation agreed to by the previous personnel.

If key personnel are replaced, someone with comparable skill and experience level must replace them.

At any time that the Vendor provides written notice of the permanent removal or resignation of any of the management, supervisory or other key professional personnel and prior to the permanent assignment of replacement staff to the contract, the Vendor shall provide a resume and references for individual/s qualified for and proposed to replace any vacancies in key personnel, supervisory or management positions.

Upon request, the proposed individuals will be made available within five (5) business days of such notice for an in-person or video conference interview with State staff at no cost to the State.

The State will have the right to accept, reject or request additional candidates within five (5) business days of receipt of resumes or interviews with the proposed individuals, whichever comes later.

A written transition plan must be provided to the State prior to approval of any change in key personnel.

COMPANY BACKGROUND AND REFERENCES

VENDOR INFORMATION

Vendors shall provide a company profile in the table format below.

Company name:

Ownership (sole proprietor, partnership, etc.):

State of incorporation:

Date of incorporation:

# of years in business:

List of top officers:

Location of company headquarters, to include City and State:

Location(s) of the office that shall provide the services described in this RFP:

Number of employees locally with the expertise to support the requirements identified in this RFP:

Number of employees nationally with the expertise to support the requirements in this RFP:

Location(s) from which employees shall be assigned for this project:

Please be advised, pursuant to NRS 80.010, a corporation organized pursuant to the laws of another state shall register with the State of Nevada, Secretary of State’s Office as a foreign corporation before a contract can be executed between the State of Nevada and the awarded vendor, unless specifically exempted by NRS 80.015.

The selected vendor, prior to doing business in the State of Nevada, shall be appropriately licensed by the State of Nevada, Secretary of State’s Office pursuant to NRS 76. Information regarding the Nevada Business License can be located at http://nvsos.gov.

Nevada Business License Number:

Legal Entity Name:

Is “Legal Entity Name” the same name as vendor is doing business as?

Yes

No

If “No”, provide explanation.

Has the vendor ever been engaged under contract by any State of Nevada agency?

Yes

No

If “Yes”, complete the following table for each State agency for whom the work was performed. Table can be duplicated for each contract being identified.

Name of State agency:

State agency contact name:

Dates when services were performed:

Type of duties performed:

Total dollar value of the contract:

Are you now or have you been within the last two (2) years an employee of the State of Nevada, or any of its agencies, departments, or divisions?

Yes

No

If “Yes”, please explain when the employee is planning to render services, while on annual leave, compensatory time, or on their own time?

If you employ (a) any person who is a current employee of an agency of the State of Nevada, or (b) any person who has been an employee of an agency of the State of Nevada within the past two (2) years, and if such person shall be performing or producing the services which you shall be contracted to provide under this contract, you shall disclose the identity of each such person in your response to this RFP, and specify the services that each person shall be expected to perform.

Disclosure of any significant prior or ongoing contract failures, contract breaches, civil or criminal litigation in which the vendor has been alleged to be liable or held liable in a matter involving a contract with the State of Nevada or any other governmental entity. Any pending claim or litigation occurring within the past six (6) years which may adversely affect the vendor’s ability to perform or fulfill its obligations if a contract is awarded as a result of this RFP shall also be disclosed.

Does any of the above apply to your company?

Yes

No

If “Yes”, please provide the following information. Table can be duplicated for each issue being identified.

Date of alleged contract failure or breach:

Parties involved:

Description of the contract failure, contract breach, or litigation, including the products or services involved:

Amount in controversy:

Resolution or current status of the dispute:

Status of the litigation:

Vendors shall review and provide if awarded a contract the insurance requirements as specified in Attachment D, Insurance Schedule for RFP 40DHHS-S697.

Company background/history and why vendor is qualified to provide the services described in this RFP. Limit response to no more than five (5) pages.

Provide a brief description of the length of time vendor has been providing services described in this RFP to the public and/or private sector.

Financial information and documentation to be included in accordance with Section 8.5, Part III – Confidential Financial Information.

Dun and Bradstreet Number

Federal Tax Identification Number

The last two (2) years and current year interim:

Profit and Loss Statement Balance Statement

SUBCONTRACTOR INFORMATION

Subcontractors are defined as a third party, not directly employed by the contractor, who shall provide services identified in this RFP. This does not include third parties who provide support or incidental services to the contractor.

Does this proposal include the use of subcontractors?

Yes

No

If “Yes”, vendor shall:

Identify specific subcontractors and the specific requirements of this RFP for which each proposed subcontractor shall perform services.

If any tasks are to be completed by subcontractor(s), vendors shall:

Describe how the work of any subcontractor(s) shall be supervised, channels of communication shall be maintained and compliance with contract terms assured; and

Describe your previous experience with subcontractor(s).

Provide the same information for any proposed subcontractors as requested in Section 3.1, Vendor Information.

Vendor shall not allow any subcontractor to commence work until all insurance required of the subcontractor is provided to the vendor.

Vendor shall notify the using agency of the intended use of any subcontractors not identified within their original proposal and provide the information originally requested in the RFP in Section 3.2, Subcontractor Information. The vendor shall receive agency approval prior to subcontractor commencing work.

BUSINESS REFERENCES

Vendors shall provide a minimum of three (3) business references from similar projects performed for private and/or public-sector clients within the last five (5) years.

Vendors shall submit Attachment E, Reference Questionnaire to their business references.

It is the vendor’s responsibility to ensure that completed forms are received by the Purchasing Division on or before the deadline as specified in Section 7, RFP Timeline for inclusion in the evaluation process. Reference Questionnaires not received, or not complete, may adversely affect the vendor’s score in the evaluation process.

The State reserves the right to contact and verify any and all references listed regarding the quality and degree of satisfaction for such performance.

VENDOR STAFF RESUMES

A resume shall be completed for each proposed key personnel responsible for performance under any contract resulting from this RFP per Attachment F, Proposed Staff Resume.

COST

Vendors must use Attachment G ~ Cost Schedule when submitting cost. This document can be found under the attachment tab within NevadaEPro.

FINANCIAL

PAYMENT

Upon review and acceptance by the State, payments for invoices are normally made within 45 – 60 days of receipt, providing all required information, documents and/or attachments have been received.

Pursuant to NRS 227.185 and NRS 333.450, the State shall pay claims for supplies, materials, equipment and services purchased under the provisions of this RFP electronically, unless determined by the State Controller that the electronic payment would cause the payee to suffer undue hardship or extreme inconvenience.

BILLING

The State does not issue payment prior to receipt of goods or services.

Vendor shall submit invoices on a monthly basis as prescribed in the Contract Administration Plan.

The vendor shall bill the State as outlined in the approved contract and/or payment schedule.

The State presently has a Procurement Card Program that participating State agencies may use to pay for some of their purchases. The Program is issued through a major financial institution and is treated like any other major credit card. Using agencies may desire to use the card as a method of payment. No additional charges or fees shall be imposed for using the card. Please indicate in your proposal response if you will accept this method of payment.

TIMELINESS OF BILLING

The State is on a fiscal year calendar. All billings for dates of service prior to July 1 shall be submitted to the State no later than the first Friday in August of the same year. A billing submitted after the first Friday in August that forces the State to process the billing as a stale claim pursuant to NRS 353.097, shall subject the contractor to an administrative fee not to exceed $100.00. This is the estimate of the additional costs to the State for processing the billing as a stale claim and this amount shall be deducted from the stale claims payment due the contractor.

WRITTEN QUESTIONS AND ANSWERS

The Purchasing Division shall accept questions and/or comments in writing regarding this RFP as noted below:

QUESTIONS AND ANSWERS

All questions regarding this RFP should be submitted using the Bid Q&A feature in NevadaEPro.

To access the Bid Q&A:

Log into your Seller account on NevadaEPro.

Click the Bids tab in the header.

Click View under Bid Q&A on the appropriate Bid Solicitation under the Open Bids section.

The deadline for submitting questions is as specified in Section 7, RFP Timeline.

All questions and/or comments shall be addressed using the Bid Q&A in NevadaEPro. If questions and answers require a material change to the Bid Solicitation, an Amendment will be posted in NevadaEPro and you will receive email notification.

RFP TIMELINE

The following represents the proposed timeline for this project. All times stated are Pacific Time (PT). These dates represent a tentative schedule of events. The State reserves the right to modify these dates at any time.

PROPOSAL SUBMISSION REQUIREMENTS, FORMAT AND CONTENT

GENERAL SUBMISSION REQUIREMENTS

Vendors shall submit their proposals by using Create Quote through the State electronic procurement website, https://NevadaEPro.com, in accordance with the instructions below.

Refer to Instructions for Vendors Responding to a Bid in the Important Links section on the front page of NevadaEPro for instructions on how to submit a Quote using NevadaEPro.

The Quote/Proposal shall contain a maximum of four (4) attachments which may include:

Technical Proposal Confidential Technical (if applicable) Cost Proposal (if applicable) Confidential Financial (if applicable)

Note: Under the items tab the NevadaEPro system defaults to “no bid”. Proposing vendors must uncheck the “no bid” box and that will allow the system to default to “see quote attachments”.

Proposals shall have a technical response, which may be composed of two (2) parts in the event a vendor determines that a portion of their technical response qualifies as “confidential” per NRS 333.020 (5) (b).

If complete responses cannot be provided without referencing confidential information, such confidential information shall be provided in accordance with Section 8.3, Part IB – Confidential Technical Proposal and Section 8.5, Part III Confidential Financial Information.

Specific references made to the section, page, and paragraph where the confidential information can be located shall be identified on Attachment A, Confidentiality and Certification of Indemnification and comply with the requirements stated in Section 8.6, Confidentiality of Proposals.

Proposals that do not comply with the requirements may be deemed non-responsive and rejected at the State’s discretion.

Although it is a public opening, only the names of the vendors submitting proposals shall be announced per NRS 333.335(6). Technical and cost details about proposals submitted shall not be disclosed.

Assistance for persons who are disabled, visually impaired or hearing-impaired who wish to attend the RFP opening is available. If special arrangements are necessary, please notify the Purchasing Division designee as soon as possible and at least two (2) days in advance of the opening.

For ease of evaluation, the technical and cost proposals shall be presented in a format that corresponds to and references sections outlined within this RFP and shall be presented in the same order. Written responses shall be in bold/italics and placed immediately following the applicable RFP question, statement and/or section.

Proposals are to be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Expensive color displays, promotional materials, etc., are not necessary or desired. Emphasis shall be concentrated on conformance to the RFP instructions, responsiveness to the RFP requirements, and on completeness and clarity of content.

For purposes of addressing questions concerning this RFP, the sole contact shall be the Purchasing Division as specified on Page 1 of this RFP. Upon issuance of this RFP, other employees and representatives of the agencies identified in the RFP shall not answer questions or otherwise discuss the contents of this RFP with any prospective vendors or their representatives. Failure to observe this restriction may result in disqualification of any subsequent proposal per NAC 333.155(3). This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this procurement.

Any vendor who believes there are irregularities or lack of clarity in the RFP or proposal requirements or specifications are unnecessarily restrictive or limit competition shall notify the Purchasing Division, in writing, as soon as possible, so that corrective addenda may be furnished by the Purchasing Division in a timely manner to all vendors.

If a vendor changes any material RFP language, vendor’s response may be deemed non-responsive per NRS 333.311.

The vendor understands and acknowledges that the representations made in its proposal are material and important, and shall be relied on by the State in its evaluation of a proposal. Any misrepresentation by a vendor shall be treated as fraudulent concealment from the State of the true facts relating to the proposal.

PART IA – TECHNICAL PROPOSAL

The Technical Proposal shall not include cost and/or pricing information. Cost and/or pricing information contained in the technical proposal may cause the proposal to be rejected.

Using Create Quote in NevadaEPro, vendors shall provide one (1) PDF Technical Proposal on the Attachments tab that includes the following:

Section I – Title Page with the following information:

Part IA – Technical Proposal

Vendor Name:

Address:

Section II – Table of Contents

An accurate and updated table of contents shall be provided.

Section III – Vendor Information Sheet

The vendor information sheet shall be completed and signed by an individual authorized to bind the organization.

Section IV – State Documents

The State documents section shall include the following:

The signature page from all amendments signed by an individual authorized to bind the organization.

Attachment A – Confidentiality and Certification of Indemnification signed by an individual authorized to bind the organization.

Attachment B – Vendor Certifications signed by an individual authorized to bind the organization.

Attachment H – Certification Regarding Lobbying signed by an individual authorized to bind the organization.

Copies of any vendor licensing agreements and/or hardware and software maintenance agreements.

Copies of applicable certifications and/or licenses.

Section V – Scope of Work

Vendors shall place their written response(s) to Section 2, Scope of Work in bold/italics immediately following the applicable RFP question, statement and/or section.

Section VI– Company Background and References

Vendors shall place their written response(s) to Section 3, Company Background and References in bold/italics immediately following the applicable RFP question, statement and/or section. This section shall also include the requested information in Section 3.2, Subcontractor Information, if applicable.

Section VII – Proposed Staff Resume(s)

Vendors shall include all proposed staff resumes per Section 3.4, Vendor Staff Resumes in this section.

This section shall also include any subcontractor proposed staff resumes, if applicable.

Section VIII – Other Informational Material

Vendors shall include any other applicable reference material in this section clearly cross referenced with the proposal.

PART IB – CONFIDENTIAL TECHNICAL PROPOSAL

Vendors only need to submit Part IB if the proposal includes any confidential technical information (Refer to Attachment A, Confidentiality and Certification of Indemnification).

If needed, vendors shall provide one (1) PDF Confidential Technical Proposal file that includes the following:

Section I – Title Page with the following information:

Part IB – Confidential Technical Proposal

Vendor Name:

Address:

Section II – Confidential Technical

Vendors shall cross reference the confidential technical information back to the technical proposal, as applicable.

PART II – COST PROPOSAL

Vendors shall submit pricing information on the Items tab of their Quote in NevadaEPro.

Vendors shall provide additional pricing information as detailed in Section 8.4.4 if appropriate or required in accordance with Section 4, Cost.

The cost proposal shall not be marked “confidential”. Only information that is deemed proprietary per NRS 333.020 (5) (a) may be marked as “confidential”.

If needed, vendors shall provide one (1) PDF Cost Proposal file that includes the following:

Section I – Title Page with the following information:

Part II – Cost Proposal

Vendor Name:

Address:

Section II – Cost Proposal

Vendor’s shall place the information required per Section 4, Cost in this section.

PART III – CONFIDENTIAL FINANCIAL INFORMATION

If needed, vendors shall provide one (1) PDF Confidential Financial Information file that includes the following:

Section I – Title Page with the following information:

Part III – Confidential Financial Information

Vendor Name:

Address:

Section II – Financial Information and Documentation

Vendors shall place the information required per Section 3.1.11 in this section.

CONFIDENTIALITY OF PROPOSALS

As a potential contractor of a public entity, vendors are advised that full disclosure is required by law.

Vendors are required to submit written documentation in accordance with Attachment A, Confidentiality and Certification of Indemnification demonstrating the material within the proposal marked “confidential” conforms to NRS §333.333, which states “Only specific parts of the proposal may be labeled a “trade secret” as defined in NRS §600A.030(5)”. Not conforming to these requirements shall cause your proposal to be deemed non-compliant and shall not be accepted by the State.

Vendors acknowledge that material not marked as “confidential” shall become public record and shall be posted to the Purchasing website upon contract award.

It is the vendor’s responsibility to act in protection of the labeled information and agree to defend and indemnify the State of Nevada for honoring such designation.

Failure to label any information that is released by the State shall constitute a complete waiver of any and all claims for damages caused by release of said information.

PROPOSAL PACKAGING

Vendors shall…