RFP 594 Tobacco Cessation Final Specs.doc

STATE OF IDAHO

THE DEPARTMENT OF HEALTH AND WELFARE

REQUEST FOR PROPOSAL (RFP)

Telephone and Online Tobacco and Vaping Cessation Services

HRFP2401 / IPRO 594

Issue Date: 10/03/2024

TABLE OF CONTENTS

Page

1RFP ADMINISTRATIVE INFORMATION

OVERVIEW

QUESTIONS

INSTRUCTIONS FOR SUBMISSION OF PROPOSALS

PROPOSAL FORMAT

PROPOSAL REVIEW, EVALUATION, AND AWARD

MANDATORY SUBMISSION REQUIREMENTS

Business Information Organization and Staffing

SCOPE OF WORK

APPENDIX A -- COST PROPOSAL AND BILLING PROCEDURE

APPENDIX B -- REPORTS

APPENDIX C – STATE OF IDAHO CONTRACT TERMS AND CONDITIONS

APPENDIX D -- RIDERS

APPENDIX E -- IDAHO TERMS AND CONDITIONS BACKGROUND AND LIMITATIONS

ATTACHMENT 1 -- OFFEROR QUESTIONS

ATTACHMENT 2 -- MODIFICATION AND EXCEPTION FORM

ATTACHMENT 3 -- PRE-PROPOSAL CONFERENCE REGISTRATION FORM

ATTACHMENT 4 -- STATE SIGNATURE PAGE

ATTACHMENT 5 -- COVER FORM

ATTACHMENT 6 -- REGION MAP

RFP ADMINISTRATIVE INFORMATION TC "RFP ADMINISTRATIVE INFORMATION" \f C \l "1"

Grants/Contracts Officer Cassandre.DiBonaventura@dhw.idaho.gov

Submit Proposal to:

Submit electronically via IPRO Electronic Submission:

IPRO LOGIN

Pre-Proposal Conference Date/Time:

Pre-Proposal Conference Location:

Tuesday, 10/15/2024, 2:00 p.m. Mountain Time By WebEx only You must email the RFP Lead by the Pre-Proposal Registration Deadline to receive conference details. Late registrations will not be guaranteed to receive conferencing information. There will not be an in-person conference.

The Department conducts Virtual Electronic Bid Openings only.

OVERVIEW TC "1

OVERVIEW" \f C \l "1" 1.1 Purpose The Department’s Division of Public Health is seeking Proposals for Telephone and Online Tobacco and Vaping Cessation Services.

1.2 Background Information The Department is a state umbrella agency with a vision to provide leadership for development and implementation of a sustainable, integrated health and human services system and a mission to promote and protect the health and safety of Idahoans. Programs and services are provided to all geographical areas of the state through seven (7) regional health districts (Attachment 6 -- Region Map), numerous field offices, and through contracts and collaborations with other agencies and organizations.

The Bureau of Community Health is located within the Department’s Division of Public Health. The Idaho Tobacco Prevention and Control Program (Project Filter) is housed within the Bureau of Community Health, which addresses the Bureau’s mission by collaborating with and providing funding for tobacco prevention and control efforts throughout the state.

Project Filter is funded by the Centers for Disease Control and Prevention (CDC), Office on Smoking and Health (OSH). The goals of the program are to prevent initiation of tobacco use among young people, eliminate nonsmokers’ exposure to secondhand smoke, promote tobacco cessation among adults and young people, and identify and eliminate tobacco-related disparities. These goals are achieved by using a comprehensive approach as recommended by the CDC. Research shows that using this approach is an effective means to decrease the use of tobacco.

Project Filter is interested in establishing methods for all tobacco users in Idaho to access the cessation resources necessary to successfully quit. The Department is seeking a Contractor who has telephone-based quitline capabilities and a web-based tobacco cessation resource that can be customized for Idaho tobacco users. Both cessation resources are expected to provide the information and/or counseling to help participants successfully quit commercial tobacco and vaping use.

The Department has had cessation services described in this proposal for several years. Based on previous four (4)-year Contracts, the estimated annual cost of these services has been approximately seven hundred fifty thousand dollars ($750,000). This fluctuates based on number of participants utilizing the cessation services provided. State and federal funding and/or policy changes will cause fluctuations in the Department’s funding and/or the services needed.

QUESTIONS TC "2

QUESTIONS" \f C \l "1" 2.1 Restrictions on Communications

From the issue date of this RFP, until a Contract is awarded, or the RFP is cancelled, vendors are prohibited from communications regarding this RFP with Department staff, evaluation committee members, or other associated individuals, except the Department’s RFP Lead.

2.2 Pre-Proposal Conference

A non-mandatory pre-proposal conference will be held at the time indicated in the RFP Administrative Information Section, page 1 of this RFP. This will be your opportunity to ask questions of Department staff. All interested parties are invited to participate by an established call in number. To receive conference details, participants must register for the Pre-Proposal Conference no later than Tuesday, 10/10/2024, 5:00 p.m. Mountain Time by submitting the completed Attachment 3 -- Pre-Proposal Conference Registration Form via e-mail to the RFP Lead at Cassandre.DiBonaventura@dhw.idaho.gov. Late registrations will not be guaranteed to receive conferencing information. Vendors are strongly encouraged to submit questions to the RFP Lead prior to the pre-proposal conference. Any oral answers given by the Department during the pre-proposal conference are unofficial and will not be binding on the State. Conference attendance is at the vendor’s own expense.

2.3 Questions and Vendor Proposed Modifications and Exceptions to Requirements, Terms, or Conditions

Questions must be submitted, by email, to the RFP Lead by the date and time indicated in the RFP Administrative Information Section, page 1 of this RFP in order to be considered. Vendors are strongly encouraged to submit any proposed questions, and or modifications to the requirements, terms, or conditions at this time. Written questions must be submitted using Attachment 1 -- Offeror Questions and requested modifications and/or exceptions, must be submitted using Attachment 2 -- Modification and Exception Form. The RFP Lead is the only contact for this Solicitation. All correspondence must be in writing. Official answers to all written questions will be posted on the State’s eProcurement system (IPRO) as an amendment to this RFP.

2.3.1 Proposed modifications and exceptions to requirements, terms or conditions must contain the following:

a.

The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

b.

Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

c.

Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

2.3.2 The State will not consider any modifications or exceptions that are not identified specifically on Attachment 2 and that are submitted after the Question deadline.

2.3.3 The State has sole discretion to determine if the modifications or exceptions submitted by an Offeror would result in a material change or otherwise threaten the integrity of the procurement process. Pursuant to IDAPA 38.05.01.084, the State may only negotiate non-material modifications or exceptions. Modifications or exceptions which the State determines to be material, or which otherwise threaten the integrity of the procurement process, will not be accepted or negotiated.

2.3.4 Except as otherwise provided in the Solicitation document, including the State of Idaho Standard Contract Terms and Conditions (updated July 2024) the State will not consider modifications or exceptions to the requirements, terms, or conditions which are proposed after the Question deadline.

2.3.5 Proposals which condition the Proposal based upon the State accepting other terms and conditions not found in the RFP, or which take exception to the State’s terms and conditions, will be found non-responsive, and no further consideration of the Proposal will be given.

INSTRUCTIONS FOR SUBMISSION OF PROPOSALS TC "3

INSTRUCTIONS FOR SUBMISSION OF PROPOSALS" \f C \l "1" 3.1 General Instructions

3.1.1 Proposals must be submitted as detailed in 3.1.6 below. Except as otherwise addressed in this Solicitation, all submission materials must be submitted at the same time. If multiple submissions are received, only the latest timely submission will be considered.

3.1.2 Alternate proposals are not allowed.

3.1.3 All files must be in Microsoft Word, Excel or searchable PDF format. The only exceptions are Attachment 1 – Offeror Questions and Attachment 2 -- Modification and Exception Form which must be submitted in Word format. The electronic version must NOT be password protected or locked in any way.

3.1.4 All Offerors participating in this Solicitation must establish an account in the IPRO system as it is necessary in order to submit your response and award the resulting Contract(s). Establishing an account is free and only takes a few minutes.

3.1.5 Vendors are strongly encouraged to begin the process of submitting the response far enough in advance of the Closing Date to allow for resolution of technical difficulties. Be advised that the State is not responsible for a Vendor’s failure to timely submit a responsive submission due to any technical or technological difficulties. See IDAPA 38.05.01.61.

3.1.6 Both the Technical Proposal and the Appendix A - Cost Proposal and Billing Procedure must be submitted electronically through IPRO. Failure to input this data in IPRO will result in the Proposal being found non-responsive. Download the Excel spreadsheet titled “Appendix A – Cost Proposal and Billing Procedure” found in the Question Section of IPRO. Complete the spreadsheet, upload it back into IPRO in an Excel spreadsheet format. Upload your Technical Proposal into the appropriate Question Section in IPRO.

3.1.7 The current version of the Solicitation Instructions to Vendors is incorporated by reference into this Solicitation, and attached or referenced in any resulting Contract, as if set forth in their entirety. This document can be downloaded at https://purchasing.idaho.gov/information-for-vendors/; or copies obtained by contacting the Division of Purchasing at 208-327-7465 or purchasing@adm.idaho.gov. Failure by any Offeror to obtain a copy of this document or the State of Idaho Contract Terms and Conditions including the Department’s Article 6 - Appendix C shall in no way constitute or be deemed a waiver by the State of any term, condition or requirement contained in the referenced documents; and no liability will be assumed by the Department for an Offeror’s failure to consider the State of Idaho Standard Contract Terms and Conditions and Solicitation Instructions to Vendors in preparing its response to the solicitation.

SPECIAL TERMS PRECEDENCE: The State of Idaho Contract Terms and Conditions have been adapted for use by the Department of Health and Welfare and are included with this Solicitation as Appendix C.

3.2 Trade Secrets

Paragraph 28 of the Solicitation Instructions to Vendors describes trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” In addition to marking each page of the document with a trade secret notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Offerors must also:

3.2.1 Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret.”

3.2.2 Provide a separate document entitled “List of Redacted Trade Secret Information” which provides a succinct list of all trade secret information noted in your Proposal; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the materials be treated as exempt from disclosure and how material complies with the Public Records Law.

3.2.3 If your Technical Proposal contains trade secret information, you must also upload a redacted copy with all trade secret information removed or blacked out. The redacted copy must be uploaded into IPRO into the appropriate Question Section in IPRO with the word “redacted” in the file name.

3.3 Electronic Submission of Proposals 3.3.1 Proposals must be submitted through IPRO, at https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGroup=LUMA. When submitting through IPRO, upload your Technical Proposal and Appendix A - Cost Proposal and Billing Procedure, and all other required submittal items in the appropriate Question Sections. Remember to submit an additional redacted version of the TECHNICAL PROPOSAL if you have identified trade secrets.

3.3.2 The Technical Proposal and Appendix A - Cost Proposal and Billing Procedure must be separate files submitted at the same time.

3.3.3 Offerors are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows evaluators to efficiently navigate the Offeror’s response.

PROPOSAL FORMAT TC "4

PROPOSAL FORMAT" \f C \l "1" These instructions describe the format to be used when submitting a Proposal. The format is designed to ensure a complete submission of information necessary for an equitable analysis and evaluation of submitted Proposals. There is no intent to limit the content of Proposals.

4.1 Table of Contents

Include a table of contents in the Technical Proposal identifying the contents of each Section, including page numbers of major subsections.

4.2 Format Proposals shall follow the numerical order of this RFP starting at the beginning and continuing through the end of the RFP. Proposal Sections and subsections must be identified with the corresponding numbers and headings used in this RFP. Respond to RFP Sections marked with an evaluation code. In your response, restate the RFP Section and follow with your response.

Offerors are encouraged to use a different color font, bold text, italics, or other indicator to clearly distinguish the RFP Section from the Offeror’s response.

4.3 Evaluation Codes

(M) Mandatory Response - failure to respond to any (M) Section, or to comply with any mandatory specification or requirement, will render Offeror’s Proposal non-responsive and no further evaluation will occur.

(ME)

Mandatory and Evaluated Response - failure to respond to any (ME) Section, or to comply with any mandatory specification or requirement in an (ME) Section, will render Offeror’s Proposal non-responsive and no further evaluation will occur. Offeror must respond to these sections as directed; points will be awarded based on predetermined criteria.

(E) Evaluated Response - a response is desired and will be evaluated. If Offeror cannot meet the requirement, or chooses not to respond for any reason, zero (0) points will be awarded for the Section. If Offeror responds, points will be awarded based on predetermined criteria.

Note: Offerors are directed to IDAPA 38.05.01.074.03.a, as well as IDAPA 38.05.01.091.05, which allow the designated State official to waive minor informalities as well as minor deviations. The State also reserves the right to seek clarification on any M, ME or E requirement.

PROPOSAL REVIEW, EVALUATION, AND AWARD TC "5

PROPOSAL REVIEW, EVALUATION, AND AWARD" \f C \l "1" 5.1 Overview

The objective of the State in soliciting and evaluating Proposals is to ensure the selection of a firm or individual that will produce the best possible results for the funds expended.

5.1.1 All Proposals will be reviewed first to ensure that they meet the Mandatory Submission Requirements of the RFP as addressed in Sections noted with an (M) or (ME). Any Proposal(s) not meeting the Mandatory Submission Requirements may be found non-responsive.

5.1.2 Evaluation Criteria

Technical Proposal:

Mandatory Submission Requirements Met Pass/Fail

Business Information (Section 7) 150 points

Organization and Staffing (Section 8) 50 points

Scope of Work (Section 9) 400 points

Cost Proposal:

Cost Proposal and Billing Procedure (Appendix A) 400 points

Total Points 1000 points

5.2 Technical Proposal

5.2.1 The Technical Proposal will be reviewed first on a “pass” or “fail” basis to determine compliance with those requirements listed in the RFP with an (M) or (ME). All Proposals which are determined by the Department, in its sole discretion, to be responsive in this regard will continue in the evaluation process outlined in this Section.

5.2.2 The Technical Proposal will be reviewed, evaluated, and scored by one (1) or more Technical Proposal Evaluation Committee(s).

5.2.3 The scores for the Technical Proposal will be normalized as follows: The Technical Proposal with the highest overall total technical score will receive a score of six hundred (600) points. Other Technical Proposals will be assigned a portion of the maximum score using the formula:

X raw score of Technical Proposal being evaluated highest raw technical score

5.3 Oral Presentations/Demonstrations 5.3.1 Oral demonstrations will not be conducted for this RFP.

5.4 Appendix A - Cost Proposal and Billing Procedure 5.4.1 The Appendix A - Cost Proposal and Billing Procedure will be reviewed first to determine if it meets the mandatory requirements of the RFP. All Proposals which are determined by the Department, in its sole discretion, to be responsive in this regard will continue in the evaluation process outlined in this Section.

5.4.2 The Appendix A - Cost Proposal and Billing Procedure will only be evaluated for Offerors who receive the top three (3) technical scores.

5.4.3 The scores for the Appendix A - Cost Proposal and Billing Procedure will be normalized as follows: The cost evaluation will be based on the total cost proposed for required services as itemized in Appendix A. The Proposal with the lowest Total Contract Amount For Year One will receive a score of four hundred (400). Other Proposals will be assigned a portion of the maximum score using the formula:

X lowest Cost Proposal and Billing Procedure Cost Proposal and Billing Procedure being evaluated

5.5 Responsibility

Pursuant to IDAPA 38.05.01.081, the RFP Lead may, in the State’s sole discretion, conduct a review to determine if the apparent high point Offeror is responsible. As part of the responsibility review, the RFP Lead may:

5.5.1 Require the apparent high point Offeror to provide credit or financial reports to the satisfaction of the Department.

5.5.2 Require the apparent high point Offeror to provide a reference list and contact the Offeror’s references, which may include sending references a reference questionnaire.

5.5.3 Conduct other responsibility reviews at the discretion of the RFP Lead.

Failure to provide requested documentation may result in the Offeror being deemed non-responsible. Nothing herein shall prevent the State from using other means to determine Offeror’s responsibility.

5.6 Award

Award of Contract will be made to the responsive, responsible Offeror whose Proposal receives the highest number of total normalized points.

MANDATORY SUBMISSION REQUIREMENTS TC "6

MANDATORY SUBMISSION REQUIREMENTS" \f C \l "1" A complete response begins with the mandatory items identified in this list and the following Sections. NOTE: THIS CHECKLIST IS PROVIDED AS A COURTESY ONLY; OFFERORS ARE RESPONSIBLE FOR SUBMITTING ALL MANDATORY SECTIONS, ATTACHMENTS, SUBMITTAL ITEMS, ETC., REGARDLESS OF WHETHER THEY ARE IDENTIFIED IN THIS LIST.

(M) State Signature Page: Upload a completed, signed, Attachment 4 -- State Signature Page in the appropriate Question Section of IPRO.

(M) Cover Form: Upload a completed, signed, Attachment 5, Cover Form in the appropriate Question Section of IPRO

(M) Acknowledgement of Amendments: If the RFP is amended, the Offeror must acknowledge each amendment with a signature on the acknowledgement form provided with each amendment. Failure to return a signed copy of each amendment acknowledgement form with the Proposal may result in the Proposal being found non-responsive. See IDAPA 38.05.01.52. Upload a completed, signed, Acknowledgement of Amendments form in the appropriate Question Section of IPRO.

Section 7: Provide a response to all (E) (M) and (ME) Sections, and any other required submittal items.

Section 8: Provide a response to all (E) (M) and (ME) Sections, and any other required submittal items.

Section 9: Provide a response to all (E) (M) and (ME) Sections, and any other required submittal items.

(ME) Appendix A - Cost Proposal and Billing Procedure: Offerors are required to upload their Appendix A – Cost Proposal and Billing Procedure in the Question Section in IPRO in an Excel spreadsheet format.

Technical Proposal: Offerors are required to upload their Technical Proposal in the Question Section in IPRO.

Trade Secret Redactions: If applicable, the Offeror must upload a redacted copy of Technical Proposal and list of Trade Secret redactions, as detailed in Section 3.2.2

Insurance: Review the required types and levels of insurance—these are mandatory requirements. If you do not already have the required types and levels of insurance, you are strongly encouraged to contact your insurance representative to find out if you will be able to obtain the required insurance. (The Offeror should not purchase additional insurance in reliance of being awarded a Contract). If you are awarded a Contract, failure to provide proof of the required insurance will be grounds for termination of the Contract. DO NOT SUBMIT WITH PROPOSAL.

Business Information TC "7 Business Information" \f C \l "1" 7.1

(E) Business Profile

Provide a profile of your business including Offeror’s business history, description of current service area, and customer base.

7.2

(E) Experience

Describe in detail your knowledge and experience in providing services similar to those required in this RFP.

7.3 Faith-based Organization

If you are a faith-based organization describe how you will:

7.3.1 Segregate Contract funds in a separate account if federal funds;

7.3.2 Serve all participants without regard to religion, religious belief, refusal to hold a religious belief, or refusal to actively participate in a religious practice;

7.3.3 Ensure that State-referred clients’ participation in religious activities, including worship, scripture study, prayer or proselytization, is only on a voluntary basis;

7.3.4 Notify participants of the religious nature of the organization, their right to be served without religious discrimination, their right not to take part in inherently religious activities, their right to request an alternative provider and the process for doing so;

7.3.5 Ensure that Contract funds are not expended on inherently religious activities; and

7.3.6 Comply with applicable terms of 42 CFR Parts 54 and 54a, and 45 CFR 260 and 1050.

Organization and Staffing TC "8 Organization and Staffing" \f C \l "1" Describe your qualifications to successfully complete the requirements of the RFP by providing a detailed response to the following:

8.1

(E) Project Lead

Identify the person who will be the dedicated Project Lead if Offeror is awarded a Contract. Provide a description of the proposed Project Lead’s experience and qualifications. You may submit a resume in response to this Section.

8.2

(E) Key Personnel and Qualifications

Provide a list of key management, customer service and other roles to be used in the fulfillment of the Contract (in addition to the Project Lead). Provide role descriptions, including requisite qualifications and experience of the person(s)/role(s) identified, as well as an explanation of how the person in that role will contribute to the project. Your response should demonstrate the extent to which you have the expertise to accomplish the Scope of Work.

8.3 Subcontractors

If the Offeror utilizes any entity other than the entity submitting the Proposal to provide any of the services required by this RFP, the relationship between the two (2) entities is considered that of a contractor-subcontractor for the purpose of this Section, regardless of whether a relationship is based on an actual written Contract between the two (2).

8.3.1 If you intend to utilize subcontractors, describe the extent to which subcontractors will be used to comply with Contract requirements.

8.3.2 Include each position providing service and provide a detailed description of how the subcontractors are anticipated to be involved under the Contract (including requisite qualifications/experience).

8.3.3 If applicable, provide resumes for those subcontractors who will be managing and or directly providing services under the Contract.

8.3.4 Include a description of how the Offeror will ensure that all subcontractors and their employees will meet all requirements.

8.3.5 Offerors must disclose the location of the subcontractor’s business office and the location(s) of where the actual work will be performed.

8.3.6 If you do not intend to utilize subcontractors, provide a statement to that effect.

Note: The information provided for subcontractors, if any, will be evaluated as part of the Key Personnel and Qualifications section 8.2 above.

SCOPE OF WORK (SOW) TC "9

SCOPE OF WORK" \f C \l "1" All Sections of the SOW are required Contract services. Use this Proposal outline as part of your response to the RFP by restating each Section number and then providing your response. Keep in mind, the evaluators will be scoring your Proposal based on the methodologies proposed and the completeness of the response to each item listed below. Describe how you will meet each requirement marked (ME) Mandatory Evaluated and (E) Evaluated by describing, in detail, your organization’s qualification and experience (rather than simply restating the question or confirming compliance without additional supporting information); as well as how your organization plans to meet SOW requirements detailed in this RFP. The Proposal should address methodologies, pertinent timelines, personnel, activities, and other pertinent information in order to implement the SOW successfully to achieve full compliance with all tasks and deliverables. Offerors must identify any information or resources needed from the Department in order to perform any of the work. By providing a response to this Solicitation, you affirm you agree to and will comply with the following requirements.

I. General Requirements

A. The Contractor must comply with the rules, regulations and policies as outlined by the Department.

B. This Contract supports the Idaho Department of Health and Welfare Strategic Plan and the Division of Public Health priorities.

C. The Contractor must provide a point of contact to the Contract Monitor. If a change in key staffing occurs during the Contract timeframe, the Contractor must notify the Contract Monitor of the change within five (5) business days.

D. The Contractor must receive prior written approval from the Department for any deviations from the budgeted services/activities. The Contractor must be financially responsible for costs deemed unallowable or unapproved by the Contract Monitor.

E. For the general monitoring of this Contract, the Contractor must maintain and have available for review, all reporting and evaluation data and information for activities, and financial data as specified in the Records and Data section of the State of Idaho Contract Terms and Conditions.

F. The Contractor must ensure that procedural safeguards are followed in confidentiality requirements according to IDAPA 16.05.01, Use and Disclosure of Department Records.

II. Minimum Service Requirements

A. (E) Telephone Services Describe your experience and/or ability to provide Telephone Services as described in this section of the RFP.

1. The Contractor must implement, at no-charge to the caller, a telephone-based commercial tobacco cessation quitline to assist Idahoans with quitting smoking or the use of other tobacco and nicotine products. The Contractor must:

a. Utilize the existing toll-free number of 1-800-QUIT-NOW.

i. Provide twenty-four (24) hours a day, seven (7) days a week telephone-based tobacco cessation quitline services for communications, except for the following holidays: Thanksgiving and Christmas Day (closed), Memorial Day, Independence Day, Labor Day, the day after Thanksgiving, and Christmas Eve (shortened hours, 7:00 AM to 5:30 PM Mountain Time).

b. Provide a Telecommunications Device for the Deaf/TeleType (TDD/TTY) line to offer services to callers who are deaf or hard of hearing.

c. Provide a language line with interpretation services in languages other than English and Spanish.

d. Respond to incoming calls with immediate assistance and follow-up initial contact with more comprehensive services through outbound calls.

e. Attempt to display all outbound calls with a caller ID that reads "Idaho QuitLine" however this is dependent on the local cell phone carriers.

2. Provide cessation services, including intake, assessment, disposition, treatment, and follow-up, and follow evidence-based practices and principles of motivational coaching.

a. Cessation services must include the delivery of tailored programs for priority populations including but not limited to: American Indian/Alaska Native, Lesbian, Gay, Bisexual, Trans-sexual, Queer (LGBTQ+), Hispanics, people experiencing mental and behavioral health issues, youth and young adults, rural Idahoans, and pregnant and postpartum women.

3. Limit outbound calls (calls initiated by the Contractor) to five (5) calls for all tobacco users calling the quitline with the exception of specially designed protocols including, but not limited to, up to nine (9) coaching calls for pregnant women participants, up to ten (10) coaching calls for American Indian participants, and up to seven (7) coaching calls for behavioral health participants.

a. The Department reserves the right to modify the number of coaching calls allowed per tobacco user at any time, for both inbound and outbound calls.

b. At the end of each of the first five (5) coaching calls for standard intake, the coaches must offer additional coaching calls to tobacco users in the participant groups below. The participant must not be pressured into continuing with coaching. The total number of calls for the general population intake is five (5). The total number of calls per other participant groups are:

i. Youth and young adults - five (5) coaching calls

ii. Behavioral health participants - seven (7) coaching calls

iii. Pregnancy and postpartum participants - nine (9) coaching calls

iv. American Indian participants - ten (10) coaching calls

c. The Contractor must front-load counseling content into the first two (2) or three (3) calls, given most tobacco users participate in two (2) or three (3) calls on average.

i. The front-loading must include a review of all other cessation benefits available to the caller (Medicaid, private user, employer, etc.), information on how to access those benefits, and a warm transfer, when appropriate.

d. The Contractor must provide unique training protocols for including, but not limited to: American Indian/Alaska Native, LGBTQ, Hispanics, people experiencing mental and behavioral health issues, youth and young adults, rural Idahoans, and pregnant and postpartum women.

4. Provide plan to offer nicotine replacement therapy (NRT) products to all qualified enrolled tobacco users via the quitline (as outlined in Section C).

5. Leverage existing technology and explore new technology to increase the impact of the quitline.

6. Have the ability to accept and manage electronic health record (EHR) referrals to the quitline among health care providers.

a. Offer technical assistance to health care providers wishing to refer patients via an EHR.

b. Provide an outcome report for each referral that must be reported back to the referring care provider within five (5) calendar days of either making successful contact with the tobacco user or when attempts to contact them will no longer be attempted.

c. Accept referrals at no cost to healthcare providers: fax, online/web-based, and EHR.

d. Make an initial outbound call to referred tobacco users within twenty-four (24) hours of receiving the referral.

e. Leave an encouraging message on the final attempt to reach a referred tobacco user, requesting that the tobacco user call the quitline.

B. (E) Online Services Describe your experience providing Online Services as described in this section of the RFP (include a screenshot of your landing page [9.II.B.1.c] and sample emails [9.II.B.1.e.iv]). The Contractor’s online presence must:

1. The Contractor’s online presence must:

a. Be available twenty-four (24) hours a day, seven (7) days a week.

b. Maintain functionality by performing any maintenance to the website needed during off-peak hours which will be determined by the Contractor and the Department after data is collected.

c. Include screenshots of the registration landing page notated with customizable items with your proposal.

d. Be updated when requested by the Department to ensure the most current information is available.

e. Include the following features:

i. Fully customizable registration page.

ii. Interactive quit date feature and customized quit calendar.

iii. Information page to include medication and pharmaceutical information and local group cessation class information.

iv. Proactive email support (i.e., quitting tips, anniversaries, relapse prevention).

f. Provide tobacco users’ the ability to choose from any and all benefits and services online for which they are eligible through a simple, user-friendly interface (quit medications, click to call, email support, text program, etc.).

g. Provide tobacco users’ the ability to return to the registration portal and select additional benefits for which they are eligible at any time within twelve (12) months of their original registration date.

h. Provide website functions and registrations that are compatible with all desktop and mobile devices as well as all operating systems, browsers, and platforms.

i. Make all website and registration texts must be available in both English and Spanish.

j. Plan to offer NRT to all qualified enrolled tobacco users via the online services (as outlined in Section C).

k. Not require counseling for NRT orders via the web program.

l. Not require tobacco users to give registration data in more than one (1) platform. For example, if they register via the web and call the quitline later, they must not have to register again.

m. Provide access to click the 800-QUIT-NOW phone number from their mobile device and ability to reach a cessation coach or leave a message for a call back. All voice messages must be returned within twenty-four (24) hours.

i. The only additional information a tobacco user must be required to enter is a medical history to determine if a medical doctor consent is required prior to sending NRT (i.e., current heart attack, uncontrolled high blood pressure, pregnant or breast feeding).

n. Maintain a System and Data Security Plan, which addresses at least the following:

i. Outlines the implementation and maintenance of the proposed physical and logistical security infrastructure and procedures.

ii. Details the methods that ensure integrity of the system and data.

iii. Ensures timely and reliable access to information.

iv. Prevents unauthorized access, use, disclosure, disruption, modification, or destruction of data.

v. Identifies industry trends and consistently applies best practices in security measures as they are identified.

vi. Defines the approach to identifying and implementing security updates to all components of the proposed solution.

vii. Defines a process by which the System and Data Security Plan is reviewed with the Department.

viii. Safeguards against the abuse of all data stored in the proposed solution and all related components.

ix. Safeguards against the release of information without proper Department consent.

x. Restricts physical access to vendor facilities, including off-site storage.

xi. Implements accountability controls that create audit trails of physical and system access, including unauthorized access attempts.

xii. Tracks and documents security updates implemented by the Contractor.

xiii. Protects system resources against viruses, worms, or any other malicious electronic attack from external sources.

xiv. Notifies the Department within three (3) business days upon any known or potential breach of data or security.

o. Respond to the Department on website issues for both tobacco users and the Department within one (1) business day. The Contractor must work with the Department to resolve any issues related to changes to the website and access to the website. The Contractor must:

i. Create access to a technical assistance link for tobacco users and respond within one (1) business day to inquiries.

ii. Post a policy for tobacco user's acceptable use of the website on the appropriate web page. This policy must clearly state what behavior is appropriate and inappropriate when tobacco users communicate with each other.

p. Monitor tobacco users on website community activities (i.e., forums/threaded discussion areas) to ensure that acceptable use policy is followed and remind tobacco users of the policy via e-mail when necessary.

q. Instruct tobacco users when individual behavior problems arise.

r. Implement screening tools and tracking mechanism, so all counselors have access to details regarding reported problems.

s. Provide an NRT order rate for online tobacco users with current contracted programs for the previous twelve (12) months.

t. Dependent on the Department’s requests for website updates, implement website updates in a timely manner. If the request is a functional or content change to the website, the modification must be made within five (5) business days.

C. (E) Nicotine Replacement Therapy (NRT) Services Describe your experience providing NRT Services as described in this section of the RFP.

1. The Contractor must:

a. Offer NRT to all qualified enrolled tobacco users via the quitline and/or online services.

b. Ensure NRT options include a supply of nicotine patches, gum, and/or lozenges in a variety of flavors. The extent of benefit is to be determined by the Department and may be modified at any time in response to changes in funding. Dosage and type of NRT must be determined by the counselor and the tobacco user at the time of screening.

c. Assume full responsibility for screening tobacco users, receiving medical authorization from their physicians when necessary, and ordering NRT. NRT must be mailed directly to the tobacco user's home.

d. Offer the quitline benefit first to every tobacco user. They must be encouraged and assisted in making use of every benefit from every provider available to them. If a tobacco user has made use of a Medicaid or private insurance benefit prior to their initial call, they must still be offered and are eligible for the quitline benefit.

e. Implement changes to the Idaho Tobacco QuitLine NRT benefits (i.e., two [2] weeks to four [4], six [6] or eight [8] weeks within forty-eight [48] hours, or two [2] business days of receiving written notification of the change).

f. Have the ability to adjust NRT benefits based on emerging research.

g. Adjust and evaluate the effectiveness of NRT benefits based on trial offerings that the Department would like to conduct.

h. Notify the Department whenever suspected NRT misuse may be occurring. Additional NRT shipments may be approved by the Department on a case-by-case basis.

D. (E) Referrals Describe your experience providing the Referral requirements as described in this section of the RFP.

1. The Department has established relationships with several direct care providers in the State of Idaho for the purpose of promoting and supporting the QuitLine referrals. Providers are currently submitting fax and online referrals. The online referral is a portal in which, with the tobacco user’s permission, the care provider can enter minimal information about their patient on ProjectFilter.org. This will generate an email to the Contractor, resulting in an outbound call to the patient. The Department is working towards implementing EHR referrals as well. As a result of these efforts, the Contractor must:

a. Accept and manage EHR referrals.

b. Offer technical assistance to healthcare providers wishing to refer patients via an EHR.

c. Provide an outcome report for each referral that must be reported back to the referring care provider within five (5) calendar days of either making contact with the tobacco user or when attempts to contact them will no longer be attempted.

d. Accept referrals at no cost to healthcare providers: fax, online/web-based, and EHR.

e. Leave an encouraging message on the final attempt to reach a referred tobacco user, requesting that the tobacco user call the quitline.

f. Make an initial outbound call to referred tobacco users within twenty-four (24) hours of receiving the referral.

E. Billing

1. When the Department has systems in place to facilitate the following, the Contractor must:

a. Support by providing reporting for the Department to seek reimbursement.

b. Track and report on numbers of Medicaid enrollees for billing purposes and work with the Department and the Idaho Medicaid Program to obtain the fifty percent (50%) federal Medicaid match for quitline counseling services.

c. Collect member insurance plan name from members of Idaho's major health plans and work with the Department to establish direct contracts in order to invoice the health plans for counseling and/or NRT provided to tobacco users.

F. (E) Data Transfer, Survey Development, Administration, Evaluation and Analysis Describe your experience providing the Data Transfer, Survey Development, Administration, Evaluation and Analysis requirements as described in this section of the RFP.

1. The Contractor must, at a minimum:

a. Perform an evaluation of the Department's Idaho Quitline (IDQL) services in congruence with the National American Quitline Consortium (NAQC) standards, by administering a seven (7) month follow-up survey to IDQL phone program registrants and the Department's Project Filter online program registrants.

b. Administer the follow-up survey via telephone, web-based or text message.

c. Conduct the follow-up survey with program registrants who, during their intake, consented to be contacted for a follow-up survey. To allow for all follow-up survey attempts, the follow-up survey must open approximately two (2) weeks prior to a registrant's seven (7) month registration anniversary and must close approximately two (2) weeks after a registrant's seven (7) month registration anniversary.

d. Conduct the follow-up survey with program registrants within the final month of the Contract to reach the maximum numbers of participants.

e. Make a minimum of three (3) attempts to reach each registrant who has consented to be contacted via telephone at various times of the day and using a variety of methods including text messaging and email.

f. Make a minimum of three (3) attempts to reach each registrant who has consented to be contacted via email with an email and survey link.

g. Make a minimum of three (3) attempts to reach each registrant who has consented to be contacted via text messages and survey link.

h. Ensure statistically significant report outcomes for each priority population as defined by IDQL.

i. Have the follow-up survey, which will be provided to the Contractor by the Department, translated into Spanish.

j. Provide suggestions for modifications to the current follow-up survey. (A sample will be provided by the Department). The Department reserves the right to modify the survey with the Contractor. If questions are added, the price per survey may be adjusted. The adjusted price must be agreed upon by the Contractor and Department.

k. Review response rates and partner with the Department to define strategies to increase response rates which could include but is not limited to changing survey, outreach attempts or overall strategy. Pricing will be determined based on strategy chosen. The adjusted price must be agreed upon by the Contractor and Department.

l. Conduct follow-up surveys in English and Spanish. Follow-up surveys must be offered in the language preference of the registrant.

m. Collect, analyze, and maintain follow-up survey data.

n. Maintain the security of the data obtained during the life of the Contract.

o. Create Outcomes Reports:

i. Provide a final, de-identified, individual level dataset (with data dictionary containing both the intake data from registrants when they initially registered for IDQL and the follow-up survey data) to be delivered to the Department with the final report.

p. Change types of data collected to align with the Department's monitoring and evaluation needs.

q. Collect and report on all items in the NAQC Minimum Data Set.

r. Provide support, including data and technical assistance, to the Department, in efforts to meet federal and national reporting requirements. At a minimum, reporting requirements must include:

i. CDC's National QuitLine Data Warehouse, quarterly, or as needed/requested by the Department.

ii. CDC's Enhancing QuitLine Capacity cooperative agreement.

iii. NAQC Annual Survey.

s. Partner with Department staff and vendors to conduct research on quitline-related questions.

t. If requested by the Department, enter into business associate and/or confidentiality agreement, Memo of Agreement (MOA)/Memo of Understanding (MOU) with Idaho Medicaid and/or Idaho Private Health insurance providers.

u. Collate all information collected as a function of participation in a single service (e.g. quitline) and deliver relevant services and reports as required (e.g. intake, counseling, NRT orders).

v. All registration data must reside with the Contractor. The Contractor must comply with all HIPAA regulations.

G. (E) Training Program/Certification Requirements Describe your experience providing the Training Program and Certification Requirements as described in this section of the RFP.

1. The Contractor must have a documented training program and certification requirements for quit coaches that includes cultural competency training and standards.

a. Describe your training program and/or certification requirements for quit coaches, including cultural competency training and standards. Include frequency of training and staff skill assessment.

b. Include descriptions of training settings and training methods (in person, online, etc.) and expertise of trainers if training is led by individual(s). Provide any existing policies ensuring regular assessment and training of staff.

H. (E) Records and Documentation Describe your experience providing the Records and Documentation requirements as described in this section of the RFP.

1. The Contractor must produce and maintain a Quitting Guide in English and Spanish to be sent to tobacco users, upon request.

2. The Contractor must provide the Department with the following materials:

a. Printed samples from email and text-messaging support programs.

b. A sample email message currently in use, or a template email. This sample must include content, graphics, and formatting.

c. A sample of text messages currently in use.

d. Copies of all printed materials used to support the counseling program and NRT provision.

e. Copies of materials available for friends and family of tobacco users.

f. Copies of materials available in Spanish for LGBTQ, Hispanics, people experiencing mental and behavioral health issues, youth and young adults, rural Idahoans, and pregnant women.

I. Additional Phases/Work Assignments

1. The Department may request that the Contractor provide additional services directly related to the Contracted services including but not limited to work for special populations that have yet to be identified or enhancements to the program. The Department will contact the Contractor if additional services are required. The Contractor must work with the Department to develop a work order and budget based on the additional services.

APPENDIX A -- COST PROPOSAL AND BILLING PROCEDURE TC "APPENDIX A -- COST PROPOSAL AND BILLING PROCEDURE" \f C \l "1" (ME) Appendix A “Cost Proposal and Billing Procedure” must be downloaded from IPRO, completed and uploaded back into the Question Section in IPRO in an Excel spreadsheet format.

The Offeror must provide a fully-burdened rate which…