S000000161 Bidders Conference PPT.pdf

S000000161

PHARMACY BENEFITS MANAGER

BIDDERS CONFERENCE

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES OFFICE OF STATE PROCUREMENT

TSS OSP CONTACT INFORMATION

Tanya Freeman Statewide Procurement Manager Email: tanya.freeman@Arkansas.gov Office: 501-590-9284

RFP GOALS AND OBJECTIVES

EBD is seeking a PBM that will provide the most advantageous formulary.

EBD is seeking a PBM with a similar lowest net-cost focused formulary with drug exclusions that allows prior authorization for medical necessity and does not cover high-cost and low value drugs.

RFP SCHEDULE

Activity Date RFP Release to Prospective Contractors October 28, 2022 Bidders Conference November 1, 2022, 1:00 pm Deadline for Questions November 9, 2022, 4:00 pm Answers to Questions November 16, 2022 Proposal Due Date November 30, 2022, 2:00 pm Initial Proposal Evaluation* December 1, 2022 Interviews* December 12-13, 2022 Final Proposal Evaluation* December 13, 2022 Discussions Kick Off Meeting* January 5, 2023 Finalize Discussions* January 19, 2023 Post Anticipation to Award* January 20, 2023 Award Contract* February 20, 2023

MOST ADVANTAGEOUS PROPOSAL OVERVIEW

The State seeks the most advantageous proposal (the “MAP”) to reach its objectives. The State is relying on the expertise of the Prospective Contractors to put together the MAP, which needs to:

Clearly outline the best way to achieve the State’s objectives, considering cost and the evaluation factors identified in the RFP

Use demonstrable and observable metrics to make its business case Identify known and anticipated risks, along with how to manage, mitigate, or avoid those risks

The proposal should be easy for a non-technical person to read and understand.

The State expects to discuss the finer details and technical points of the project or service delivery with the Prospective Contractor who provides the MAP.

PHASES OF THE RFP PROCESS

Preparation

• Develop and release RFP

• Bidders conference

Selection

• Cost check

• Initial evaluation

• Interviews

• Final evaluation

Discussions

• Kick off meeting

• Final meeting

Execution

• Award

• Implementation

• Progress reporting

PHASE II OF THE RFP PROCESS - SELECTION

The TSS OSP will conduct the following tasks:

Review technical proposal packets for submission requirements

Perform initial cost check to review the competitive range of cost proposals submitted

The average cost submitted will be used as the baseline for the competitive range, and Prospective Contractors whose proposed costs fall outside of the competitive range (see RFP) may be asked to justify their cost.

Evaluators will conduct the following tasks:

Review and score technical proposal packets and interview Prospective Contractors who meet RFP submission requirements

Review cost proposals to determine if highest ranked proposal is the MAP for the State

Recommend Prospective Contractor submitting the MAP to move into the discussion phase with the State

PHASE II OF THE RFP PROCESS – SELECTION

Prospective Contractors provide the following information in their technical proposal packets:

Experience

Solution

Risk

Cost Proposal Should not include cost to cover risk contingences or recommended option items

Total evaluation criteria submittal must be no more than 35 pages total.

Technical proposals should focus on the merits of the proposed approach and not the identity or reputation of the Prospective Contractor.

The Prospective Contractor must not be identified in the technical proposal.

Proposals should be simple, non-technical, project specific, and supported by metrics.

Metrics should objectively demonstrate the soundness of the approach (high likelihood of success and little to no risk of failure).

Metrics should show the capability of the Prospective Contractor and minimize the room for uncertainty and subjectivity in the evaluation process.

INFORMATION FOR EVALUATION

SUB-SECTIONS

MAXIMUM RAW

POINTS POSSIBLE

SUB-SECTION’S

WEIGHTED

PERCENTAGE

* MAXIMUM

WEIGHTED SCORE

POSSIBLE

Experience: A 20 12.6% 60

Experience: B 10 4.2% 20

Solution: A 55 34.7% 165

Solution: B 35 14.7% 70

Solution: C 25 5.3% 25

Risk 5 7.4% 35

Recommended Options 0 0.0% 0

Interview 5 21.1% 100

Total Technical Score 155 100% 475

Response and Scoring Breakdown:

Experience and Solution

High-level overview of the Prospective Contractor’s proposed solution

Should be non-technical and should include the Prospective Contractor’s best solution for meeting the requirements of the RFP

Additional service options and recommendations above and beyond the required scope of services should be included in the Recommended Options Form

Examples of demonstrable and verifiable risk mitigation metrics:

Risk Description State personnel do not attend training sessions regarding the use of the solution

Solution Contractor will assign full-time personnel to continually reach out to State personnel regarding training sessions. Contractor will also have a 24/7 toll free number to assist personnel.

Documented performance Contractor has implemented this strategy on the last 4 projects, and client complaints and issues have decreased by 30%. Client satisfaction on this mitigation strategy is 10/10

Interviews Prospective Contractors meeting the RFP submission requirements will be invited to attend an interview.

The primary project manager or key person for the project will generally be the only individual attending the interview.

If the prospective contractor thinks additional personnel are needed during the interview, the Prospective Contractor can submit the reason and request approval from the State to bring additional personnel.

Each Prospective Contractor will be provided a list of questions that will be asked during the interview.

Follow up questions may be asked during the interview.

Evaluators will follow the rating system below:

Quality Rating

Quality of Response

Description Confidence in Proposed Approach

5 Excellent When considered in relation to the RFP evaluation factor, the proposal squarely meets the requirement and exhibits outstanding knowledge, creativity, ability, or other exceptional characteristics. Extremely good.

Very High

4 Good When considered in relation to the RFP evaluation factor, the proposal squarely meets the requirement and is better than merely acceptable.

High

3 Acceptable When considered in relation to the RFP evaluation factor, the proposal is of acceptable quality.

Moderate

2 Marginal When considered in relation to the RFP evaluation factor, the proposal’s acceptability is doubtful

Low

1 Poor When considered in relation to the RFP evaluation factor, the proposal is inferior

Very Low

0 Unacceptable When considered in relation to the RFP evaluation factor, the proposal clearly does not meet the requirement, either because it was left blank or because the proposal is unresponsive.

No Confidence

Consensus Technical and cost scores will be added together to determine the Grand Total Score for each proposal to determine the top ranked proposal.

Proposals that do not receive a minimum Total Technical Score of 100 will not be subject to further consideration in the solicitation process; pricing for those proposals will not be scored.

Evaluators will determine if the top ranked proposal is the MAP for the State and submit their recommendation to TSS OSP.

PHASE III OF THE RFP PROCESS – DISCUSSIONS

TSS OSP will begin the discussions phase with the responsive and responsible Prospective Contractor submitting the MAP recommended by the Evaluators.

Prospective Contractor will be invited to participate in the discussion phase.

No work should be done during this phase, but all planning should be completed.

Discussions check points

Kickoff meeting

Refinement

Finalization

Kickoff meeting

Prospective Contractor prepares the following documents:

Detailed scope of work, including milestone schedule and performance standards

Risk management plan

Financial summary including a proposed payment schedule and recommended options

Proposed project management and reporting templates

Prospective Contractor presents the documents during to all applicable State personnel

Refinement Prospective Contractor adjusts proposed scope, schedule, and plan (where needed) based on State feedback

Prospective Contractor collaborates with the State to finalize documents

Finalization Prospective Contractor prepares final documents for State review during final meeting with stakeholders

S000000161

PHARMACY BENEFITS MANAGER

BIDDERS CONFERENCE

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES OFFICE OF

STATE PROCUREMENT