RFQ 2022-09 Personal Emergency Response System~1.pdf

Revised 06/2021 Page 1

REQUEST FOR QUOTES (RFQ) #2022-09

Issue Date: May 10, 2022

Project Name: Personal Emergency Response System Quote Due Date/Time: May 26, 2022, 2:00 PM Procurement Representative: George Marlton Phone: 503-416-4706

Email: marltong@careoregon.org

SUBMIT QUOTES VIA EMAIL TO PROCUREMENT@CAREOREGON.ORG

PLEASE NOTE: EMAIL SUBMISSIONS SHOULD HAVE

“RFQ 2022-09” IN THE SUBJECT LINE

1. ANNOUNCEMENT AND SPECIAL INFORMATION

Quoters are required to read, understand, and comply with all information contained within this Request for Quotes (“RFQ”). All quotes are binding upon Quoter for sixty (60) days from the Quote Due Date/Time. Quotes received after the Quote Due Date/Time may not be considered. If authorized in the RFQ and resulting contract, travel and other expense reimbursement will only be reimbursed in accordance with the CareOregon Travel Reimbursement Allowance in effect at the time the expense is incurred. The Policy may be found at https://www.careoregon.org/contact-us/vendor-resources.

RFQ Documents can be downloaded from OregonBuys at the following address:

https://oregonbuys.gov/bso/. Prospective Quoters will need to sign in to download the information and that information will be accumulated for a Plan Holder's List. Prospective Quoters are responsible for obtaining any addenda or clarifying questions from OregonBuys.

Complete Quotes must be or emailed to Procurement@careoregon.org. The subject line of the email must identify the RFQ title. Quoters are encouraged to contact Procurement to confirm receipt of the Quote.

All questions regarding this RFQ are to be directed to the Procurement Representative named above.

Quoters may not communicate with CareOregon employees or representatives about the RFQ during the procurement process until the Procurement Department has notified Quoters of the selected Quoter. Communication in violation of this restriction may result in rejection of a Quoter.

2. BACKGROUND

As a Dual Special Needs Medicare Advantage Plan (DSNP), CareOregon Advantage (“COA”) serves a population of close to 15,000 people who qualify for both Medicare (aged or disabled) and Medicaid (low income) health insurance programs. This unique population has higher disease burden than the general population and due to low-income status may have higher health risk associated with Social Determinants of Health (SDOH).

Many of our members live in social isolation, have low health literacy, struggle with transportation, and may be burdened with behavioral health or cognitive conditions that make it more difficult for them to access their plan benefits and receive appropriate medical care. We desire the ability to offer a supplemental benefit that provides the services of Personal Emergency Response Systems for our members who choose to use the service.

CareOregon, Inc.

Procurement and Contract Services

315 SW 5th Ave.

Portland, OR 97204

(503) 416-7646 (Office) mailto:marltong@careoregon.org mailto:Procurement@careoregon.org https://www.careoregon.org/contact-us/vendor-resources https://www.careoregon.org/contact-us/vendor-resources https://oregonbuys.gov/bso/ mailto:Procurement@careoregon.org

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COA operates in three regions (six counties) in the State of Oregon: Portland Metro (Washington, Clackamas and Multnomah counties); Southern Oregon (Jackson County); and the North Coast (Tillamook and Columbia counties). Vendor would need to be able to provide equal access to the benefit in all three regions.

The purpose of this RFQ is to contract with a Personal Emergency Response System (“PERS”) vendor for our CareOregon Advantage members as an added benefit for CY2023.

3. SCOPE

In preparing our annual CY2023 Medicare Bid, it has been determined that a benefit we would like to offer our members is a PERS. Keeping our members living as independently as possible is beneficial to their overall health and wellbeing, and is more cost effective to the healthcare system. PERS devices and services can be activated if a member needs to call for help and does not otherwise have the capability to communicate this need via phone, text, computer, or another person around to assist them. Emergencies such as falls, inability to stand, other acute healthcare incidents, and other threats to personal wellbeing, like a fire, can be reported to the service that can relay the most appropriate emergency response based on the incident.

We are looking for a PERS vendor that is affordable, reliable, user-friendly, provides flexible connection methods (landline, cellphone, wifi, etc.), will service all 6 counties in the COA geographical regions, and can be ready to deploy this service to our members starting on January 1, 2023.

Milestones/Timeline:

• Early June 2022 – Anticipated contract award issued;

• June – July 2022 – Contract negotiations and implementation planning;

• August 2022 – data requirements, file requirements and transfers tested, SFTP testing complete;

• August – September 2022 – implementation team formed, member-facing materials designed, implementation calendar completed;

• September – December 2022 – implementation completed, materials created and distributed, Information System requirements finalized and testing complete, 1/1/2023 Readiness checklist complete; and

• January 1, 2023 – Go Live

The initial contract will be for services during the 2023 calendar year with the option to extend for 2 additional calendar years thereafter subject to the mutual agreement of CareOregon and the selected vendor (Up to total of 3 year contract).

4. SAMPLE CONTRACT

Submission of a Quote in response to this RFQ indicates Quoter’s willingness to enter into a contract containing substantially the same terms of the below referenced contract, which can be found at:

https://careoregon.org/contact-us/vendor-resources, with the requirements indicated below. No action or response to the sample contract is required under this RFQ. The applicable sample contract is the:

Professional Services Contract (unless checked, item does not apply)

Article I, Paragraph 5 – Travel and Other Expense is Authorized Article II, Paragraph 29 – Protection of Patient Privacy and Security – PHI Included Article II, Paragraph 30 – Criminal Background Check Requirements Article II, Paragraph 31 – Key Persons Article II, Paragraph 32 – On-Call Contract Basis Article II, Paragraph 33 – CareOregon Data Security Requirements https://careoregon.org/contact-us/vendor-resources

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The following insurance requirements will be applicable:

Commercial General Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for Bodily Injury and Property Damage.

Professional Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for damages caused by error, omission, or negligent acts.

Automobile Liability: combined single limit, or the equivalent, of not less than $500,000 per occurrence for Bodily Injury and Property Damage.

Cyber Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence for network security (including data breach), privacy, interruption of business, media liability, and errors and omissions.

5. QUOTE

Quotes should be short and concise (limit 30 pages) with the following information:

1. Description of your company.

2. Company experience in these types of projects.

3. Experience of staff that will work on the project.

4. Please describe the details of your services including but not limited to:

a. Information on the type of telephone/internet service required in member homes,

b. The level of customer support you offer members both in initial set-up and for on-going needs,

c. Any medication compliance capabilities: reminding our members if a medication is overdue? Or any other types of notification add-ons?

d. How do you ensure a positive onboarding experience? For CareOregon and for members?

e. Please describe how the device is constructed and utilized. Do you have the ability to provide alternatives to accommodate different disabilities; such as large print, ease of pressing the button for someone with dexterity issues or other physical disabilities?

f. How long does your device typically remain fully operational and functional? How often do they need to be serviced or replaced? What is the process for members reporting technical difficulties and getting service or replacement devices?

g. Does your device offer any automatic detection, such as fall, smoke, or carbon monoxide?

h. Describe how your devices and service integrate with other platforms (i.e.

smartphones/tablets) or systems. Are these built in or custom integrations?

i. What is the time guarantee for fulfillment of member orders?

j. Please describe your 24/7 availability for technical assistance for members.

k. Will our members be able to utilize your device/service outside of their homes? Is there a radius?

5. Estimated time to complete the vendor implementation process and be ready to service our members;

6. Description of your typical customer’s membership size.

7. What are your customer retention rates?

8. Do you have the ability to support this project on 1/1/23 to serve up to 16,000 members?

9. What concerns would you have about taking on this project and establishing this relationship?

10. Do you have examples of how you have responded to and resolved concerns with other customers?

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11. Please describe your monthly business review process and what type of reports we will be provided.

12. What service guarantees will you offer?

13. Describe how your service will help keep CareOregon HIPAA compliant.

14. Describe how your service will provide high availability and resiliency to address service outages, compromises, data corruption, or other impairments.

15. Describe how you keep CareOregon data separate from other data.

16. What provisions do you have to allow us to retrieve data if/when our agreement ends?

17. Describe the technical components necessary for deployment of your product and service.

18. What customization would you need to meet our needs and capabilities?

19. Are there any other third-party products/services that Care Oregon will need license/procure separately from your service?

20. Please describe any daily/weekly/monthly data feeds you will need from CareOregon.

21. References. Description of service to similarly-sized non-profit health insurance companies in Oregon within the last 5 years; Preference for DSNP MA plans.

22. Provide documentation demonstrating your firm’s financial stability

23. Is your firm currently involved in any litigation?

24. Provide fees. Fees must be on a Per Member Per Month (“PMPM”) basis. Please use an estimate of 213,000 member months/year (16,000-17,000 monthly enrollment average).

Identify if there are any other fees or upfront costs.

a. Provide PMPM fee.

b. Identify any other fees or upfront costs.

c. Will your pricing be firm for the potential 3 years? If not, what is your maximum fee escalator.

25. Quote Certifications Form.

6. EVALUATION

Quotes will be evaluated based on subjective factors including, but not limited to: Firm experience, staff experience, price/fees, references, response to the above questions and proposal to complete the project (including timeline).

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QUOTE CERTIFICATION FORM

RFQ #2022-09

Submitted by:

(Must be entity’s full legal name, and State of Formation)

Each Proposer must read, complete, and submit a copy of this Proposal Certification with their Proposal. Failure to do so may result in rejection of the Proposal. By signature on this Proposal Certification, the undersigned certifies that they are authorized to act on behalf of the Proposer and that under penalty of perjury, the undersigned will comply with the following:

SECTION I. NON-DISCRIMINATION: That the Proposer has not and will not discriminate in its employment practices with regard to race, color, creed, age, religious affiliation, sex, marital status, disability, sexual orientation, gender identity, national origin, veteran status, or any other protected class. Nor has Proposer or will Proposer discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business that is certified under ORS 200.055.

SECTION II. CONFLICT OF INTEREST: The undersigned hereby certifies that no officer, agent or employee of CareOregon is personally interested, directly or indirectly, in any resulting contract from this RFP, or the compensation to be paid under such contract, and that no representation, statements (oral or in writing), of the CareOregon, its officers, agents, or employees had induced Proposer to submit this Proposal. In addition, the undersigned hereby certifies that this proposal is made without connection with any person, firm, or corporation submitting a proposal for the same material, and is in all respects fair and without collusion or fraud.

SECTION III. COMPLIANCE WITH SOLICITATION: The undersigned further agrees and certifies that they:

1. Have read, understand, and agree to be bound by and comply with all requirements, instructions, specifications, terms, and conditions of the RFP (including any attachments); and

2. Are an authorized representative of the Proposer, that the information provided is true and accurate, and that providing incorrect or incomplete information may be cause for rejection of the Proposal or contract termination; and

3. Will furnish the designated item(s) and/or service(s) in accordance with the RFP and Proposal.

Name:_________________________________________ Date:__________________________________________

Signature:______________________________________ Title:__________________________________________

Email:_________________________________________ Phone:_________________________________________

Oregon Business Registry Number:__________________ OR CCB # (if applicable):____________________________

Business Designation (check one):

Corporation Partnership Sole Proprietorship Non-Profit Limited Liability Company

Minority (MBE), Women (WBE), Service-Disabled Veteran (SDV), and Emerging Small Business (ESB):

Certified by the State of Oregon (provide certification number as applicable):

MBE WBE SDV ESB

Self-identified (check as applicable):

MBE WBE SDV ESB

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CAREOREGON, INC.

INSTRUCTIONS TO QUOTERS

1. QUOTE FORMAT: Quotes must be submitted as indicated in the RFQ.

2. CONFORMANCE TO RFQ REQUIREMENTS: Quotes must conform to the requirements of the RFQ. Unless otherwise specified, all items quoted are to be new, unused, and not remanufactured in any way. Any requested attachments must be submitted with the quote and in the required format. Quote prices must be for the unit indicated on the quote. Failure to comply with all requirements may result in quote rejection.

3. ADDENDA: Only documents issued as addenda by CareOregon serve to change the RFQ in any way. No other directions received by the Quoter, written or verbal, serve to change the RFQ document. NOTE: IF YOU HAVE RECEIVED A COPY OF THE RFQ, YOU SHOULD CONSULT OREGONBUYS (https://oregonbuys.gov/bso/) TO

ENSURE THAT YOU HAVE NOT MISSED ANY ADDENDA OR ANNOUNCEMENTS. QUOTERS ARE NOT

REQUIRED TO RETURN ADDENDUMS WITH THEIR QUOTE. HOWEVER, QUOTERS ARE RESPONSIBLE

TO MAKE THEMSELVES AWARE OF, OBTAIN AND INCORPORATE ANY CHANGES MADE IN ANY

ADDENDA ISSUED INTO THEIR FINAL QUOTE. FAILURE TO DO SO MAY, IN EFFECT, MAKE THE

QUOTER'S QUOTE NON-RESPONSIVE, WHICH MAY CAUSE THE QUOTE TO BE REJECTED.

4. USE of BRAND or TRADE NAMES: Any brand or trade names used by CareOregon in the specifications are for the purpose of describing and establishing the standard of quality, performance, and characteristics desired and are not intended to limit or restrict competition. Quoters may submit quotes for substantially equivalent products to those designated unless the RFQ provides that a specific brand is necessary because of compatibility requirements, etc. All such brand substitutions shall be subject to approval by CareOregon.

5. PRODUCT IDENTIFICATION: Quoters must clearly identify all products quoted. Brand name and model or number must be shown. CareOregon reserves the right to reject any quote when the product information submitted with the quote is incomplete.

6. FOB DESTINATION: Unless specifically allowed in the RFQ, QUOTE PRICE MUST BE F.O.B. DESTINATION with all transportation and handling charges included in the Quote.

7. DELIVERY: Delivery time must be shown in number of calendar days after receipt of purchase order.

8. EXCEPTIONS: Any deviation from quote specifications, or the form of sample contract referenced in this RFQ, may result in quote rejection at CareOregon’s sole discretion.

9. SIGNATURE ON QUOTE: Quotes must be signed by an authorized representative of the Quoter. Signature on a quote certifies that the quote is made without connection with any person, firm or corporation making a quote for the same goods and/or services and is in all respects fair and without collusion or fraud. Signature on a quote also certifies that the Quoter has read and fully understands all quote specifications, and the sample contract referenced in this RFQ (including insurance requirements). No consideration will be given to any claim resulting from quoting without comprehending all requirements of the RFQ.

10. QUOTE MODIFICATION OR WITHDRAWL: Quotes, once submitted, may be modified in writing or withdrawn before the time and date set for quote closing. Quoters may not modify quotes after Quote Due Date/Time.

11. QUOTE SUBMISSION: Quotes may be submitted by returning to CareOregon by email at the email address provided in the introduction of the RFQ. The email subject line should contain the RFQ Number and RFQ Title.

12. PRIOR ACCEPTANCE OF DEFECTIVE PROPOSALS: Due to limited resources, CareOregon generally will not completely review or analyze quotes which fail to comply with the requirements of the RFQ or which clearly are not the best quotes, nor will CareOregon generally investigate the references or qualifications of those who submit such quotes. Therefore, neither the return of a quote, nor acknowledgment that the selection is complete shall operate as a representation by CareOregon that an unsuccessful quote was complete, sufficient, or lawful in any respect.

13. DELIVERY: Significant delays in delivery may be considered in determining award if early delivery is required.

14. CASH DISCOUNTS: Cash discounts will be considered if included in the Quote.

15. PAYMENT: Quotes which require payment in less than 30 days after receipt of invoice or delivery of goods, whichever is later, may be rejected.

16. INVESTIGATION OF REFERENCES: CareOregon reserves the right to investigate references and or the past performance of any Quoter with respect to its successful performance of similar services, compliance with specifications and contractual obligations, and its lawful payment of suppliers, sub-contractors, and workers.

CareOregon may postpone the award or execution of the contract after the announcement of the apparent successful Quoter in order to complete its investigation. CareOregon reserves the right to reject any quote or to reject all quotes at any time prior to CareOregon's execution of a contract if it is determined to be in the best interest of CareOregon to do so.

17. METHOD OF AWARD: CareOregon reserves the right to make the award by item, groups of items or entire quote, whichever is in the best interest of CareOregon.

18. QUOTE REJECTION: CareOregon reserves the right to reject any and all quotes.

19. QUOTE CONFIDENTIALITY AND RESULTS: Quoters who submit a quote will be notified of the RFQ results.

Quotes submitted will be considered confidential and will only be shared internally with applicable staff for this project.

https://oregonbuys.gov/bso/