Scope-Repnse- Low Dollar Value AR Recovery.xlsx
XLSX spreadsheet 68 KB Posted
- Attached to
- Low Dollar Value AR Recovery
- Solicitation number
- UCHC5-216625251
- Issued by
- Hartford County, Connecticut
About this file
This is a Scope and Response Spreadsheet for Request for Proposals (RFP) issued by the University of Connecticut Health Center (UConn Health), identified as UCHC-216625251 for Low Dollar Value Accounts Receivable (AR) Recovery services. UConn Health is soliciting proposals from qualified organizations to assist in collecting on low dollar insurance accounts receivable. The RFP requires proposers to complete the spreadsheet by entering responses directly into designated fields, with detailed instructions provided for submission. All questions and requirements must be answered with sufficient detail to enable UConn Health to determine compliance with RFP specifications, and failure to provide complete information may result in proposal rejection.
The document serves as the official response template that bidders must utilize to submit their proposals. Proposers are instructed to contact the identified buyer if any text is illegible or if they experience difficulty entering responses in the required fields. The spreadsheet includes sections for the proposer's name, pricing information, and detailed responses to technical requirements and evaluation questions. No specific pricing terms, contract duration, renewal options, set-asides, or award dates are detailed within the provided excerpt of this document.
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Text version
RFP-Objective
| UCONN HEALTH | ||
| REQUEST FOR PROPOSALS | SCOPE & RESPONSE SPREADSHEET |
UCHC RFP-05 Form
| Rev. 5/26 | RFP #: | UCHC-216625251 Low Dollar Value AR Recovery | FULL WIDTH TEXT (INSTRUCTIONS) | UCHC-216625251 Low Dollar Value AR Recovery | PARTIAL WIDTH - PRICE SEC. (ITEM DESCRIPTIONS) | |||
| Proposer Name: | PARTIAL WIDTH TEXT (QUESTIONS & RESPONSES) | |||||||
| INSTRUCTIONS: Proposers must answer all questions/requests by entering responses directly into the fields provided on this spreadsheet. For ease of identification, the fields that require data entry are shaded in RED when they are blank. Shading will turn GREEN when you enter any text. Additional information/pages must be attached if required by the instructions that accompany each question/request. Responses must include sufficient detail for UConn Health to determine that all RFP requirements have been met. Failure to provide all information may result in rejection of your proposal. Contact the identified Buyer immediately if any text on this form is not legible or if you have difficulty entering responses in the required fields. | ||||||||
| NOTE: If any of the text in a "Requirements/Questions" field appears to be cut off, simply type a character or select a dropdown option in the "Proposer's Response" field for that row to readjust the row height. (The complete Requirements text should remain visible even if you then delete the character or selected dropdown option from the Response field.) | INSTRUCTIONS: Proposers must answer all questions/requests by entering responses directly into the fields provided on this spreadsheet. For ease of identification, the fields that require data entry are shaded in RED when they are blank. Shading will turn GREEN when you enter any text. Additional information/pages must be attached if required by the instructions that accompany each question/request. Responses must include sufficient detail for UConn Health to determine that all RFP requirements have been met. Failure to provide all information may result in rejection of your proposal. Contact the identified Buyer immediately if any text on this form is not legible or if you have difficulty entering responses in the required fields. |
NOTE: If any of the text in a "Requirements/Questions" field appears to be cut off, simply type a character or select a dropdown option in the "Proposer's Response" field for that row to readjust the row height. (The complete Requirements text should remain visible even if you then delete the character or selected dropdown option from the Response field.)
| RFP OBJECTIVE & OVERVIEW | RFP OBJECTIVE & OVERVIEW |
| The University of Connecticut Health Center (UConn Health) is requesting proposals from qualified organizations to to aid in collecting on low dollar insurance accounts receivable, currently defined as <$1,000.00. Expected monthly assignments equate to 4,200 accounts totally $775,000 per month. | The University of Connecticut Health Center (UConn Health) is requesting proposals from qualified organizations to to aid in collecting on low dollar insurance accounts receivable, currently defined as <$1,000.00. Expected monthly assignments equate to 4,200 accounts totally $775,000 per month. |
| The term of the award resulting from this RFP will be five (5) years (approximately January 1, 2027 through December 31, 2031), with UConn Health option to renew for two (2) additional two-year ([2-year) periods. | The term of the award resulting from this RFP will be five (5) years (approximately January 1, 2027 through December 31, 2031), with UConn Health option to renew for two (2) additional two-year ([2-year) periods. |
| UConn Health expects to make one (1) award to one (1) supplier based on the Selection Committee's evaluation of proposals received. See the Evaluation Criteria for additional information about proposal evaluation parameters. | UConn Health expects to make one (1) award to one (1) supplier based on the Selection Committee's evaluation of proposals received. See the Evaluation Criteria for additional information about proposal evaluation parameters. |
| The award may be made by either the issuance of a purchase order or the signing of a contract, at UConn Health's sole option. A sample purchase order and/or contract is included with this RFP. Any resulting contract may be processed through either UConn Health or The University of Connecticut Health Center Finance Corporation (UCHCFC). UCHCFC is a statutorily-created public instrumentality and political subdivision of the state of Connecticut that was established to promote UConn Health’s efficient and effective provision of health care services. In performing its statutory functions, UCHCFC enters into a variety of contracts on behalf of UConn Health’s clinical operations. | The award may be made by either the issuance of a purchase order or the signing of a contract, at UConn Health's sole option. A sample purchase order and/or contract is included with this RFP. Any resulting contract may be processed through either UConn Health or The University of Connecticut Health Center Finance Corporation (UCHCFC). UCHCFC is a statutorily-created public instrumentality and political subdivision of the state of Connecticut that was established to promote UConn Health’s efficient and effective provision of health care services. In performing its statutory functions, UCHCFC enters into a variety of contracts on behalf of UConn Health’s clinical operations. |
| Subcontracting and offshoring will not be allowed. | Subcontracting and offshoring will not be allowed. |
RFP-Questions
| UCONN HEALTH | ||
| REQUEST FOR PROPOSALS | SCOPE & RESPONSE SPREADSHEET |
UCHC RFP-05 Form
| Rev. 5/26 | RFP #: | UCHC-216625251 Low Dollar Value AR Recovery | FULL WIDTH TEXT (INSTRUCTIONS) | UCHC-216625251 Low Dollar Value AR Recovery | PARTIAL WIDTH - PRICE SEC. (ITEM DESCRIPTIONS) | |||||
| Proposer Name: | 0 | PARTIAL WIDTH TEXT (QUESTIONS & RESPONSES) | ||||||||
| 1. SCOPE OF WORK REQUIREMENTS & QUESTIONS FOR PROPOSER | ||||||||||
| Scope of Work Requirements/Questions | Type of Response Required | Proposer's Response | ||||||||
| 1. Describe your experience delivering low dollar insurance follow up services for multiple health systems. | Text | 1. Describe your experience delivering low dollar insurance follow up services for multiple health systems. | ||||||||
| 2. Describe your experience delivering low dollar insurance follow up services for multiple Epic clients. | Text | 2. Describe your experience delivering low dollar insurance follow up services for multiple Epic clients. | ||||||||
| 3. Detail the lifecycle of an account placed with your agency for follow up | Text | 3. Detail the lifecycle of an account placed with your agency for follow up | ||||||||
| 4. Describe how you prioritize accounts to ensure maximum reimbursement potential. | Text | 4. Describe how you prioritize accounts to ensure maximum reimbursement potential. | ||||||||
| 5. What is the average lifecycle of an account placed with you for follow up | Text | 5. What is the average lifecycle of an account placed with you for follow up | ||||||||
| 6. How do you determine when to stop working an account? | Text | 6. How do you determine when to stop working an account? | ||||||||
| 7. How does your approach differ based on payer type (commercial, Medicare Advantage, etc.)? | Text | 7. How does your approach differ based on payer type (commercial, Medicare Advantage, etc.)? | ||||||||
| 8. What balance threshold do you recommend as the minimum for placement? | Text | 8. What balance threshold do you recommend as the minimum for placement? | ||||||||
| 9. Describe the technology and/or automation you'll utilize to work our portfolio | Text | 9. Describe the technology and/or automation you'll utilize to work our portfolio | ||||||||
| 10. Do you offer integration with Epic? If yes, describe what that integration entails (flat files, APIs, your staff working within Epic) | Text | 10. Do you offer integration with Epic? If yes, describe what that integration entails (flat files, APIs, your staff working within Epic) | ||||||||
| 11. Are you using EPIC guesthouse environment with any other EPIC clients? | Text | 11. Are you using EPIC guesthouse environment with any other EPIC clients? | ||||||||
| 12. If using flat files, do you have file specs to share with UCH IT? | Text | 12. If using flat files, do you have file specs to share with UCH IT? | ||||||||
| 13. What new Epic build do you anticipate? Describe the masterfile and configuration footprint. | Text | 13. What new Epic build do you anticipate? Describe the masterfile and configuration footprint. | ||||||||
| 14. Describe your change-management process related to Epic version upgrades, special updates, or quarterly enhancements. What testing if anything is needed? Who initiates the testing? | Text | 14. Describe your change-management process related to Epic version upgrades, special updates, or quarterly enhancements. What testing if anything is needed? Who initiates the testing? | ||||||||
| 15. Provide a sample implementation plan identifying the specific IT/Epic resources and efforts required from UConn Health. | Text | 15. Provide a sample implementation plan identifying the specific IT/Epic resources and efforts required from UConn Health. | ||||||||
| 16. Do you require access to non-production environments for onboarding or after go live? If so, what environments and why? | Text | 16. Do you require access to non-production environments for onboarding or after go live? If so, what environments and why? | ||||||||
| 17. If working in EPIC, what Epic tools do you leverage (e.g., activity codes, follow-up notes, deferrals) | Text | 17. If working in EPIC, what Epic tools do you leverage (e.g., activity codes, follow-up notes, deferrals) | ||||||||
| 18. How do you utilize work queues (WQs) for AR follow-up? | Text | 18. How do you utilize work queues (WQs) for AR follow-up? | ||||||||
| 19. How do you ensure documentation standards within Epic align with hospital policies? | Text | 19. How do you ensure documentation standards within Epic align with hospital policies? | ||||||||
| 20. How do you flag accounts requiring UConn Health action? | Text | 20. How do you flag accounts requiring UConn Health action? | ||||||||
| 21. If not working directly in Epic, describe how frequently you accept and return account data updates. | Text | 21. If not working directly in Epic, describe how frequently you accept and return account data updates. | ||||||||
| 22. How do you handle account reconciliation with Epic balances? What format is delivered and does reconciliation require manual rework? | Text | 22. How do you handle account reconciliation with Epic balances? What format is delivered and does reconciliation require manual rework? | ||||||||
| 23. How do you validate account accuracy, Balance Integrity and workflow alignment with EPIC? | Text | 23. How do you validate account accuracy, Balance Integrity and workflow alignment with EPIC? | ||||||||
| 24. How are interfaces and file transfers monitored for failure, and what is your error-handling and reprocessing workflow? Who is notified, and on what SLA, when a file or interface fails? | Text | 24. How are interfaces and file transfers monitored for failure, and what is your error-handling and reprocessing workflow? Who is notified, and on what SLA, when a file or interface fails? | ||||||||
| 25. What is your staff QA process? Who performed QA and do you share those results with clients? | Text | 25. What is your staff QA process? Who performed QA and do you share those results with clients? | ||||||||
| 26. Can you support ad hoc EPIC based reporting requests? | Text | 26. Can you support ad hoc EPIC based reporting requests? | ||||||||
| 27. Describe any predictive analytics tools you utilize | Text | 27. Describe any predictive analytics tools you utilize | ||||||||
| 28. Detail your staffing model for low balance follow up, including whether staff are onshore/offshore | Text | 28. Detail your staffing model for low balance follow up, including whether staff are onshore/offshore | ||||||||
| 29. How will you coordinate with UConn Health resources when trends are identified? | Text | 29. How will you coordinate with UConn Health resources when trends are identified? | ||||||||
| 30. Detail your process for monitoring quality across a large volume of accounts | Text | 30. Detail your process for monitoring quality across a large volume of accounts | ||||||||
| 31. What are your typical success rates. Please also provide this by balance tier if possible ($50-200, $200-$500, $500-$1000) | Text | 31. What are your typical success rates. Please also provide this by balance tier if possible ($50-200, $200-$500, $500-$1000) | ||||||||
| 32. Provide a sample of your executive reporting suite. | Text | 32. Provide a sample of your executive reporting suite. | ||||||||
| 33. How frequently do you provide performance reporting, and in what format? | Text | 33. How frequently do you provide performance reporting, and in what format? | ||||||||
| 34. Provide examples of KPIs you believe are most relevant to success for low dollar follow up. | Text | 34. Provide examples of KPIs you believe are most relevant to success for low dollar follow up. | ||||||||
| 35. Describe your experience managing low-dollar patient and insurance AR in hospital settings | Text | 35. Describe your experience managing low-dollar patient and insurance AR in hospital settings | ||||||||
| 36. How do you benchmark performance across Epic clients? | Text | 36. How do you benchmark performance across Epic clients? | ||||||||
| 37. What percentage of your business is focused on healthcare revenue cycle services? | Text | 37. What percentage of your business is focused on healthcare revenue cycle services? | ||||||||
| 38. What differentiates your approach for low-balance accounts (<$X threshold) versus standard AR? | Text | 38. What differentiates your approach for low-balance accounts (<$X threshold) versus standard AR? | ||||||||
| 39. Which account types do you support? (No response/ Denied/underpaid claims) | Text | 39. Which account types do you support? (No response/ Denied/underpaid claims) | ||||||||
| 40. Do you have any AR function limitations ? ( outreach to payers , patient contact etc.) | Text | 40. Do you have any AR function limitations ? ( outreach to payers , patient contact etc.) | ||||||||
| 41. Will UConn Health have it’s own dedicated team? | Text | 41. Will UConn Health have it’s own dedicated team? | ||||||||
| 42. Will UConn Health have a team lead/ account manager assigned to our account for onboarding and after go live? | Text | 42. Will UConn Health have a team lead/ account manager assigned to our account for onboarding and after go live? | ||||||||
| 43. What is your staff turnover rate? | Text | 43. What is your staff turnover rate? | ||||||||
| 44. Describe your staffing model? | Text | 44. Describe your staffing model? | ||||||||
| 45. Can you support ad hoc EPIC based reporting requests? | Text | 45. Can you support ad hoc EPIC based reporting requests? | ||||||||
| 46. What root cause trending do you deliver? Ex Payer behavior feedback … | Text | 46. What root cause trending do you deliver? Ex Payer behavior feedback … | ||||||||
| 47. Methodologies - Provide a detailed explanation of the procedures and processes that you will use to accomplish the scope of work requirements described in this RFP. | Text | 47. Methodologies - Provide a detailed explanation of the procedures and processes that you will use to accomplish the scope of work requirements described in this RFP. | ||||||||
| 48. Deliverables - Describe each deliverable/outcome. Explain how you plan to work with UConn Health to achieve each one, any resources or services that you expect UConn Health to provide, and your proposed method of obtaining UConn Health's approval of deliverables/outcomes. | Text | 48. Deliverables - Describe each deliverable/outcome. Explain how you plan to work with UConn Health to achieve each one, any resources or services that you expect UConn Health to provide, and your proposed method of obtaining UConn Health's approval of deliverables/outcomes. | ||||||||
| 49. Schedule - Provide your proposed schedule/timeline for completing the requirements described in this RFP; include any significant milestones and deadlines for all deliverables/outcomes. | Text | 49. Schedule - Provide your proposed schedule/timeline for completing the requirements described in this RFP; include any significant milestones and deadlines for all deliverables/outcomes. | ||||||||
| 2. PROPOSER QUALIFICATIONS | 2. PROPOSER QUALIFICATIONS | |||||||||
| The information supplied in this section will be used to assess each Proposer's qualifications and determine if the Proposer is responsible and capable of providing the goods/services described in this RFP. Responses to this section must describe the Proposer’s background, experience, size and resources relevant to this RFP. | The information supplied in this section will be used to assess each Proposer's qualifications and determine if the Proposer is responsible and capable of providing the goods/services described in this RFP. Responses to this section must describe the Proposer’s background, experience, size and resources relevant to this RFP. | |||||||||
| Qualification Requirements | Type of Response Required | Proposer's Response | Qualification Requirements | |||||||
| A. General Company Information | A. General Company Information | |||||||||
| 1. Company name | Text | 1. Company name | ||||||||
| 2. Company address | Text | 2. Company address | ||||||||
| 3. Contact person - name & job title | Text | 3. Contact person - name & job title | ||||||||
| 4. Contact person - telephone number | Text | 4. Contact person - telephone number | ||||||||
| 5. Contact person - fax number | Text | 5. Contact person - fax number | ||||||||
| 6. Contact person - email address | Text | 6. Contact person - email address | ||||||||
| 7. Number of years that Proposer's company has been in business, continuously providing the goods/services described in this RFP, under the same name and/or tax identification number. | ||||||||||
| Note: Must be at least [#] year(s). | Number | 7. Number of years that Proposer's company has been in business, continuously providing the goods/services described in this RFP, under the same name and/or tax identification number. |
Note: Must be at least [#] year(s).
| 8. Any other business/trade names that Proposer is currently known by or has been known by in the past | Text | 8. Any other business/trade names that Proposer is currently known by or has been known by in the past | |||
| 9. Standard days and hours of business | Text | 9. Standard days and hours of business | |||
| 10. Number of individuals currently employed full time (at least 35 hours/week) | Number | 10. Number of individuals currently employed full time (at least 35 hours/week) | |||
| 11. Number of individuals current employed part time (less than 35 hours/week) | Number | 11. Number of individuals current employed part time (less than 35 hours/week) | |||
| 12. Is Proposer registered with the Connecticut Secretary of the State's Office? | Yes/No (Dropdown) | 12. Is Proposer registered with the Connecticut Secretary of the State's Office? | |||
| 13. If requested, would Proposer provide a "Good Standing" certificate issued by the Connecticut Secretary of the State's Office? | Yes/No (Dropdown) | 13. If requested, would Proposer provide a "Good Standing" certificate issued by the Connecticut Secretary of the State's Office? | |||
| B. Environmental Impact/Sustainability | B. Environmental Impact/Sustainability | ||||
| 1. Describe any steps that your company has taken to implement sustainability practices for this product or service. Include in your response whether you work with small and/or local suppliers to achieve your sustainability goals. | Text | 1. Describe any steps that your company has taken to implement sustainability practices for this product or service. Include in your response whether you work with small and/or local suppliers to achieve your sustainability goals. | |||
| 4. Does Proposer have a completed “SSAE 16 Service Organization Control Report” (formerly known as a SAS 70 report)? | |||||
| Note: Regardless of Proposer's response to this question, UConn Health may require the awarded Proposer to submit a completed Service Organization Control Report in the format requested by UConn Health. | Yes/No (Dropdown) | 4. Does Proposer have a completed “SSAE 16 Service Organization Control Report” (formerly known as a SAS 70 report)? |
Note: Regardless of Proposer's response to this question, UConn Health may require the awarded Proposer to submit a completed Service Organization Control Report in the format requested by UConn Health.
| D. Experience and Staffing Relevant to this RFP | D. Experience and Staffing Relevant to this RFP | ||||
| 1. Proposer has, under its direct employment and supervision, the necessary personnel, organization and facilities to properly fulfill all the services and conditions required by this RFP. | Yes/No (Dropdown) | 1. Proposer has, under its direct employment and supervision, the necessary personnel, organization and facilities to properly fulfill all the services and conditions required by this RFP. | |||
| 2. Proposer has all of the certifications, licenses and/or registrations needed to legally provide the goods/services described in this RFP. | |||||
| Note: Proposer must provide copies of any such certifications, licenses and/or registrations upon UConn Health's request. | Yes/No (Dropdown) | 2. Proposer has all of the certifications, licenses and/or registrations needed to legally provide the goods/services described in this RFP. |
Note: Proposer must provide copies of any such certifications, licenses and/or registrations upon UConn Health's request.
| 3. Describe how the Proposer's experience meets the requirements of this RFP. | Text | 3. Describe how the Proposer's experience meets the requirements of this RFP. | |||
| 4. List the projects completed by Proposer within the last three (3) years with emphasis on activities relevant to the requirements specified in this RFP. | Text | 4. List the projects completed by Proposer within the last three (3) years with emphasis on activities relevant to the requirements specified in this RFP. | |||
| 5. Identify the personnel resources who will be assigned to fulfill of the requirements of this RFP if Proposer is selected. Provide each individual's name, title and the proportion of time that he/she will allocate to UConn Health's work. | |||||
| Note: Job descriptions and copies of resumes for each individual identified in response to this question must be attached to Proposer's response. UConn Health must receive advance written notice of any changes to the identified personnel. | Text | 5. Identify the personnel resources who will be assigned to fulfill of the requirements of this RFP if Proposer is selected. Provide each individual's name, title and the proportion of time that he/she will allocate to UConn Health's work. |
Note: Job descriptions and copies of resumes for each individual identified in response to this question must be attached to Proposer's response. UConn Health must receive advance written notice of any changes to the identified personnel.
| 6. A copy of Proposer's organizational chart showing the hierarchical structure of functions and positions is included with Proposer's response. | Yes/No (Dropdown) | 6. A copy of Proposer's organizational chart showing the hierarchical structure of functions and positions is included with Proposer's response. | |||
| E. Legal/Regulatory Matters | E. Legal/Regulatory Matters | ||||
| 1. In the past 3 years, has the Proposer, or any firm, corporation, partnership or association in which the Proposer has an interest been cited for any willful or serious violations of any occupational safety and health act, standard, order or regulation? | |||||
| Note: If the answer is Yes, you must attach a list of the following information for each violation/citation: the name of the individual or company cited, the date of the violation/citation, the nature of the violation/citation (including references to statutes, regulations, standards or orders violated), the name of the government agency that issued the citation, and the result/penalty (see Connecticut General Statutes section 31-57b). | Yes/No (Dropdown) | 1. In the past 3 years, has the Proposer, or any firm, corporation, partnership or association in which the Proposer has an interest been cited for any willful or serious violations of any occupational safety and health act, standard, order or regulation? |
Note: If the answer is Yes, you must attach a list of the following information for each violation/citation: the name of the individual or company cited, the date of the violation/citation, the nature of the violation/citation (including references to statutes, regulations, standards or orders violated), the name of the government agency that issued the citation, and the result/penalty (see Connecticut General Statutes section 31-57b).
| 2. In the past 3 years, has the Proposer, or any firm, corporation, partnership or association in which the Proposer has an interest received any criminal convictions related to the injury or death of any employee? | |||
| Note: If the answer is Yes, you must attach a list of the following information for each criminal conviction: the date of the incident resulting in the employee injury/death, the name of the individual or company convicted, the date of the criminal conviction, the court that issued the conviction, the nature of the conviction (including references to statutes, regulations, standards or orders violated), and the result/penalty (see Connecticut General Statutes section 31-57b). | Yes/No (Dropdown) | 2. In the past 3 years, has the Proposer, or any firm, corporation, partnership or association in which the Proposer has an interest received any criminal convictions related to the injury or death of any employee? |
Note: If the answer is Yes, you must attach a list of the following information for each criminal conviction: the date of the incident resulting in the employee injury/death, the name of the individual or company convicted, the date of the criminal conviction, the court that issued the conviction, the nature of the conviction (including references to statutes, regulations, standards or orders violated), and the result/penalty (see Connecticut General Statutes section 31-57b).
| 3. Has the Proposer or any of its principals received any notices of debarment or suspension from contracting with the State of Connecticut, any other state within the United States, the federal government, or any other governmental entity? | |||
| Note: If the answer is Yes, you must attach copies of all notices of debarment or suspension. | Yes/No (Dropdown) | 3. Has the Proposer or any of its principals received any notices of debarment or suspension from contracting with the State of Connecticut, any other state within the United States, the federal government, or any other governmental entity? |
Note: If the answer is Yes, you must attach copies of all notices of debarment or suspension.
| 4. Proposer affirms and declares that: neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any governmental entity in accordance with applicable federal or state law; and that it shall disclose to UConn Health immediately in writing any debarment, suspension, proposal for debarment, voluntary exclusion or other event that makes it or any of its principals an “Ineligible Person” at any time during the course of this RFP and the term of any resulting contract. (An “Ineligible Person” is an individual or entity who: (i) is currently excluded, debarred, suspended, or otherwise ineligible to participate in the federal health care programs or in federal procurement or nonprocurement programs, or (ii) has been convicted of a criminal offense that falls within the ambit of 42 U.S.C. §1320a-7(a), but has not yet been excluded, debarred, suspended, or otherwise declared ineligible.) | |||
| Note: Indicate Yes if Proposer affirms that the above statements are true and correct. Indicate No if Proposer refuses to affirm that the above statements are true and correct. | Yes/No (Dropdown) | 4. Proposer affirms and declares that: neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any governmental entity in accordance with applicable federal or state law; and that it shall disclose to UConn Health immediately in writing any debarment, suspension, proposal for debarment, voluntary exclusion or other event that makes it or any of its principals an “Ineligible Person” at any time during the course of this RFP and the term of any resulting contract. (An “Ineligible Person” is an individual or entity who: (i) is currently excluded, debarred, suspended, or otherwise ineligible to participate in the federal health care programs or in federal procurement or nonprocurement programs, or (ii) has been convicted of a criminal offense that falls within the ambit of 42 U.S.C. §1320a-7(a), but has not yet been excluded, debarred, suspended, or otherwise declared ineligible.) |
Note: Indicate Yes if Proposer affirms that the above statements are true and correct. Indicate No if Proposer refuses to affirm that the above statements are true and correct.
| 5. Vendor Code of Conduct - In furtherance of its longstanding commitment to fundamental human rights, to the dignity of all people, and to the environment, UConn Health requires all suppliers to adhere to the University of Connecticut’s "Vendor Code of Conduct" policy (http://policy.uconn.edu/?p=2718). Proposer agrees to adhere to the Vendor Code of Conduct. | Yes/No (Dropdown) | 5. Vendor Code of Conduct - In furtherance of its longstanding commitment to fundamental human rights, to the dignity of all people, and to the environment, UConn Health requires all suppliers to adhere to the University of Connecticut’s "Vendor Code of Conduct" policy (http://policy.uconn.edu/?p=2718). Proposer agrees to adhere to the Vendor Code of Conduct. | |||
| F. Required Contract Language and Forms | F. Required Contract Language and Forms | ||||
| 1. Does Proposer have any requested changes to the standard contract included with this RFP? | |||||
| Note: If the answer is No, Proposer will be expected to sign the standard contract as written, without exceptions or changes. If the answer is Yes, you must attach a "redlined" version of the sample contract included with this RFP, showing all of the changes being requested, and the contact information (name, title, phone number and email) for the person at Proposer's company who is responsible for negotiating contract language. | Yes/No (Dropdown) | 1. Does Proposer have any requested changes to the standard contract included with this RFP? |
Note: If the answer is No, Proposer will be expected to sign the standard contract as written, without exceptions or changes. If the answer is Yes, you must attach a "redlined" version of the sample contract included with this RFP, showing all of the changes being requested, and the contact information (name, title, phone number and email) for the person at Proposer's company who is responsible for negotiating contract language.
| 2. If selected as a result of this RFP, prior to the commencement of services, Proposer agrees that it will provide UConn Health with certificates of insurance evidencing that Proposer has obtained the forms of coverage in the amounts specified in the sample contract or other documentation included with this RFP, endorsed to name The University of Connecticut Health Center as an additional insured with respect to the contracted services and stating that at least thirty (30) days’ notice will be given to UConn Health prior to any cancellation or reduction in coverage. | Yes/No (Dropdown) | 2. If selected as a result of this RFP, prior to the commencement of services, Proposer agrees that it will provide UConn Health with certificates of insurance evidencing that Proposer has obtained the forms of coverage in the amounts specified in the sample contract or other documentation included with this RFP, endorsed to name The University of Connecticut Health Center as an additional insured with respect to the contracted services and stating that at least thirty (30) days’ notice will be given to UConn Health prior to any cancellation or reduction in coverage. |
| 3. If selected as a result of this RFP, Proposer agrees that it shall be: i) responsible for the entire performance under the contract award, regardless of whether the Proposer itself performs; ii) the sole point of contact concerning the management of the contract award, including performance and payment issues; and iii) solely and completely responsible for adherence to all applicable provisions of the purchase order/contract by all individuals and entities providing the goods/services described in this RFP. | Yes/No (Dropdown) | 3. If selected as a result of this RFP, Proposer agrees that it shall be: i) responsible for the entire performance under the contract award, regardless of whether the Proposer itself performs; ii) the sole point of contact concerning the management of the contract award, including performance and payment issues; and iii) solely and completely responsible for adherence to all applicable provisions of the purchase order/contract by all individuals and entities providing the goods/services described in this RFP. |
| 4. If selected as a result of this RFP, Proposer agrees that in the event that its contract award with UConn Health ends for any reason (including, but not limited to, expiration, termination or cancellation), Proposer will cooperate with and provide a smooth and orderly transition to any successor entity that assumes the responsibilities in order to ensure minimal disruption and prevent any decline in service to UConn Health. | Yes/No (Dropdown) | 4. If selected as a result of this RFP, Proposer agrees that in the event that its contract award with UConn Health ends for any reason (including, but not limited to, expiration, termination or cancellation), Proposer will cooperate with and provide a smooth and orderly transition to any successor entity that assumes the responsibilities in order to ensure minimal disruption and prevent any decline in service to UConn Health. |
| H. Bid Compliance | H. Bid Compliance | |
| Proposer confirms that it is aware that noncompliance with the following requirements may result in rejection of the bid response: |
(i) Bidders are required to submit their bid responses electronically via email to the Buyer named in the bid on or before the due date and time specified in the bid. Do NOT upload your bid response to the Connecticut bid portal. UConn Health only accepts bid responses that are emailed directly to the Buyer per their instructions. Responses must be received by the Buyer via email prior to the deadline.
(ii) Bid responses won’t be accepted unless all sections of the bid template are completed in their entirety.
Don’t leave any section blank.
(iii) References are required – we review the names of the references as part of the bid evaluation. UConn Health will only contact references for the supplier(s) that the selection committee is interested in.
(iv) All forms must be signed and dated.
(v) Don’t add or change language on any of the bid forms or compliance documents. The only place where redlining is allowed is in the standard contract in the bid package, and UConn Health is not obligated to accept any requested changes to contract language.
(vi) UConn Health is a State of Connecticut agency – requests to keep bid responses confidential will be rejected.
(vii) It is not acceptable to list UConn Health as a reference under section 3: Proposers References. We are looking for three professional references to contact for performance and other bid scope related questions the selection committee may have. Yes/No (Dropdown) Proposer confirms that it is aware that noncompliance with the following requirements may result in rejection of the bid response:
(i) Bidders are required to submit their bid responses electronically via email to the Buyer named in the bid on or before the due date and time specified in the bid. Do NOT upload your bid response to the Connecticut bid portal. UConn Health only accepts bid responses that are emailed directly to the Buyer per their instructions. Responses must be received by the Buyer via email prior to the deadline.
(ii) Bid responses won’t be accepted unless all sections of the bid template are completed in their entirety.
Don’t leave any section blank.
(iii) References are required – we review the names of the references as part of the bid evaluation. UConn Health will only contact references for the supplier(s) that the selection committee is interested in.
(iv) All forms must be signed and dated.
(v) Don’t add or change language on any of the bid forms or compliance documents. The only place where redlining is allowed is in the standard contract in the bid package, and UConn Health is not obligated to accept any requested changes to contract language.
(vi) UConn Health is a State of Connecticut agency – requests to keep bid responses confidential will be rejected.
(vii) It is not acceptable to list UConn Health as a reference under section 3: Proposers References. We are looking for three professional references to contact for performance and other bid scope related questions the selection committee may have.
| 3. PROPOSER REFERENCES |
| Each Proposer must provide the information requested below regarding the Proposer's current and previous clients. If the Proposer was awarded a State of Connecticut contract within the last three (3) years, the Proposer must include a State of Connecticut reference. |
References must be able to comment on the Proposer’s capability to meet UConn Health's needs as described in this RFP; specifically, the quality of the Proposer's goods/services, the level of customer service, and the ability to handle the type and volume of business described in this RFP. The contact person for each reference must be an individual familiar with the Proposer and its day-to-day performance.
Proposers are strongly encouraged to call or write their references to ensure the accuracy of their contact information and their willingness and capability to be references. Each Proposer must provide the information requested below regarding the Proposer's current and previous clients. If the Proposer was awarded a State of Connecticut contract within the last three (3) years, the Proposer must include a State of Connecticut reference.
References must be able to comment on the Proposer’s capability to meet UConn Health's needs as described in this RFP; specifically, the quality of the Proposer's goods/services, the level of customer service, and the ability to handle the type and volume of business described in this RFP. The contact person for each reference must be an individual familiar with the Proposer and its day-to-day performance.
Proposers are strongly encouraged to call or write their references to ensure the accuracy of their contact information and their willingness and capability to be references.
| Current Clients: Provide the following reference information for three (3) clients to whom you are currently providing goods/services comparable to those requested in this RFP. Do not submit UConn Health as a current reference. We need contact details for three current supplier references other than UConn Health. | |||
| Current Reference 1 | |||
| Name of Business: | 0 | ||
| Address (Street, City, State & Zip Code): | 0 | ||
| Contact Name: | 0 | ||
| Direct Phone Number: | 0 | ||
| Email: | |||
| Goods/services you are providing to this client: | 0 | ||
| Initial service date: | 0 | ||
| DUNS # (if available): | 0 | ||
| Current Reference 2 | |||
| Name of Business: | 0 | ||
| Address (Street, City, State & Zip Code): | 0 | ||
| Contact Name: | 0 | ||
| Direct Phone Number: | 0 | ||
| Email: | |||
| Goods/services you are providing to this client: | 0 | ||
| Initial service date: | 0 | ||
| DUNS # (if available): | 0 | ||
| Current Reference 3 | |||
| Name of Business: | 0 | ||
| Address (Street, City, State & Zip Code): | 0 | ||
| Contact Name: | 0 | ||
| Direct Phone Number: | 0 | ||
| Email: | |||
| Goods/services you are providing to this client: | 0 | ||
| Initial service date: | 0 | ||
| DUNS # (if available): | 0 | ||
| Previous Client: Provide the following reference information for one (1) client to whom you previously provided goods/services comparable to those requested in this RFP. Do not use a former client as a reference for this section if your services ended due to the closing of the client's business. | Previous Client: Provide the following reference information for one (1) client to whom you previously provided goods/services comparable to those requested in this RFP. Do not use a former client as a reference for this section if your services ended due to the closing of the client's business. | ||
| Previous Reference | |||
| Name of Business: | 0 | ||
| Address (Street, City, State & Zip Code): | 0 | ||
| Contact Name: | 0 | ||
| Direct Phone Number: | 0 | ||
| Email: | |||
| Why are you no longer servicing this customer? | 0 | ||
| Service start and end dates: | 0 | ||
| DUNS # (if available): | 0 |
IT - Cyber Questions
| RFP #: | UCHC-216625251 Low Dollar Value AR Recovery | |
| Proposer Name: | 0 | |
| SEC 1 | SECTION 1 — System, Application & Data Overview | Vendor Response |
| 1a | Does the system/application handle PHI, PII, PCI, Financial, Regulatory, or other sensitive/critical data? Please specify data types. | |
| 1b | Is the solution hosted on‑premises at UConn Health, vendor‑hosted, or hybrid? | |
| 1c | If vendor‑hosted, Identify the hosting provider (e.g., AWS, Azure, etc.). | |
| 1d | If vendor hosted have supporting systems attained a 3rd party assessment (i.e. SSAE-16 SOC Type audit/ review)? If yes, please provide. | |
| 1e | If not using a third‑party cloud provider, describe physical security controls at your data center. | |
| 1f | Do you conduct vulnerability scans and periodic penetration tests on your applications and networks? | |
| 1g | Provide cybersecurity whitepapers, architectural diagrams, MDS2, and other security documentation. | |
| 1h | Provide SLA information related to system uptime, downtime, and service disruption. | |
| SEC 2 | SECTION 2 — Hosting, Infrastructure & System Requirements | Vendor Response |
| 2a | Server requirements (physical or virtual). | |
| 2b | If virtual is an option, provide approved hypervisor that are supported and any requirements. | |
| 2c | What is the expected storage requirement in GB, including 5‑year projected growth. | |
| 2d | Operating system requirements (server and workstation). | |
| 2e | Can all operating system patches be applied without vendor validation? | |
| 2f | Can UConn Health deploy CrowdStrike on all involved servers/workstations? | |
| 2g | Provide desktop specifications required for deployment. | |
| 2h | Who is responsible for application/system administration? | |
| SEC 3 | SECTION 3 — User Access, Authentication & Identity Management | Vendor Response |
| 3a | If system comes installed with default accounts, can they be modified/ removed (i.e. accounts with generic names such as "admin" or "guest") | |
| 3b | Does the system prohibit shared/generic accounts? | |
| 3c | User access management can be conducted by a UConn Health Application Owner/ System Administrator - If no, specify in "Response" who will manage this. | |
| 3d | Does the application support Multi-Factor Authentication (MFA)? | |
| 3e | Does the application support Role-Based Access Control (RBAC)? | |
| 3f | Are there session time-out controls to force re-authentication/ login due to inactivity - Specify criteria in "Response" column | |
| 3g | Is there a session time-out that blacks out or hides state of activity for sessions shown on screens/ monitors | |
| 3h | Does the System/ Application has the ability to interface with client’s enterprise directory services (e.g. AD, LDAP) for user authentication. If Yes - skip to Section 4 | |
| 3i | Authentication requirements (unique IDs, no blank passwords, etc.) | |
| 3j | Password controls (complexity, expiration, history, age). | |
| 3k | Password reset process (self-service or admin-assisted). | |
| 3l | Account lockout controls. | |
| 3m | Session timeout controls. | |
| SEC 4 | SECTION 4 — Security Controls & System Hardening | Vendor Response |
| 4a | Do servers have anti-virus/anti-malware mechanisms that are current and actively running? Who is responsible for maintaining these programs? | |
| 4b | Is UConn Health responsible for system OS patches? If No, does the Vendor routinely implement patching in a timely fashion? How often does patching occur? | |
| 4c | Are all interactions/transmissions with the application utilizing strong encryption protocols? Please specify encryption in "Response" column | |
| 4d | How do you ensure the solution does not introduce cybersecurity risk? | |
| 4e | Do you maintain Incident Response, Disaster Recovery, and Business Continuity Plans? | |
| SEC 5 | SECTION 5 — Logging, Monitoring & Auditing | Vendor Response |
| 5a | List which audit events can be captured (login, data changes, transmissions, failed logins). | |
| 5b | Can logs be modified or deleted? | |
| 5c | What are the log retention and reporting capabilities? | |
| 5d | Can the System/Application forward logs to a SIEM (Security Information and Event Management)? (e.g., QRadar). | |
| 5e | Can the System/Application generate Ad Hoc reports containing the data elements listed above? | |
| SEC 6 | SECTION 6 — Network, Interfaces & Integration | Vendor Response |
| 6a | Do you require HL7/FHIR integration to EMR or other applicable systems? | |
| 6b | Data transmission method (VPN, interface, API). | |
| 6c | Do you require data extracts from our EMR? If yes, please include the types of date extracts required. | |
| 6d | Are you a Covered Entity under HIPAA? |
RFP-Pricing
| UCONN HEALTH | ||
| REQUEST FOR PROPOSALS | SCOPE & RESPONSE SPREADSHEET |
UCHC RFP-05 Form
| Rev. 5/26 | RFP #: | UCHC-216625251 Low Dollar Value AR Recovery | FULL WIDTH TEXT (INSTRUCTIONS) | UCHC-216625251 Low Dollar Value AR Recovery | PARTIAL WIDTH - PRICE SEC. (ITEM DESCRIPTIONS) | |||||
| Proposer Name: | 0 | PARTIAL WIDTH TEXT (QUESTIONS & RESPONSES) | ||||||||
| PROPOSER PRICE RESPONSE | ||||||||||
| Proposers must honor their quoted prices for a period of one hundred eighty (180) days from the due date of the proposal. Proposers may, at their option, agree to honor their quoted prices for a longer period of time. | Proposers must honor their quoted prices for a period of one hundred eighty (180) days from the due date of the proposal. Proposers may, at their option, agree to honor their quoted prices for a longer period of time. | |||||||||
| Pricing shall remain fixed throughout the initial five -year term of award. If the Contract is extended beyond the initial Term, the parties may negotiate adjustments to the rates and other costs. Contractor may submit a written request for a price adjustment no later than sixty (60) calendar days prior to the expiration of the then current Term. UConn Health may request acceptable documentation verifying any requested price increase and any mutually agreed upon price adjustment shall be by written amendment to the Contract. If the Parties cannot agree on the price adjustments, UConn Health reserves the right to allow the Agreement to expire and issue a new RFP for Services. | ||||||||||
| No increases to the amounts quoted by Proposer as "Handling (if any)" will be allowed. | No increases to the amounts quoted by Proposer as "Handling (if any)" will be allowed. | |||||||||
| The automatically-calculated percentages in the "% Discount to UConn Health" column are for UConn Health’s informational use only. | ||||||||||
| Any request to increase costs to UConn Health during the term of the award must be supported with relevant documentation. | The automatically-calculated percentages in the "% Discount to UConn Health" column are for UConn Health’s informational use only. |
Any request to increase costs to UConn Health during the term of the award must be supported with relevant documentation.
| Payment terms are net 45 days. Proposers may offer cash discounts for prompt payment and such discounts for net terms less than 45 days may be considered when evaluating bid pricing. (Exception: State of CT Small Business Set-Aside bid payment terms shall be in accordance with Connecticut General Statutes Section 4a-60j.) | ||
| Pursuant to Connecticut General Statutes section 12-412, UConn Health is exempt from the payment of excise, transportation and sales taxes imposed by the federal government or the state. Such taxes must be excluded from bid prices. | Payment terms are net 45 days. Proposers may offer cash discounts for prompt payment and such discounts for net terms less than 45 days may be considered when evaluating bid pricing. (Exception: State of CT Small Business Set-Aside bid payment terms shall be in accordance with Connecticut General Statutes Section 4a-60j.) |
Pursuant to Connecticut General Statutes section 12-412, UConn Health is exempt from the payment of excise, transportation and sales taxes imposed by the federal government or the state. Such taxes must be excluded from bid prices.
| Prompt Payment Terms: Enter the percentage by which invoices will be reduced if they are paid within the specified number of days. Note: If no prompt payment discount is being offered, enter 0 on both lines. | Prompt Payment Terms: Enter the percentage by which invoices will be reduced if they are paid within the specified number of days. Note: If no prompt payment discount is being offered, enter 0 on both lines. | ||||
| Prompt payment discount (percentage): | |||||
| For payment made within (# of days): | |||||
| Proposer's Price for Goods/Services Requested by UConn Health: Note: The price that you are quoting for this RFP must be entered into the "Proposer's Discounted Price per Unit for UConn Health" column. | |||||
| Provide your annual pricing below. Add additional lines as needed. | |||||
| Description of Goods/Services | |||||
| (No substitutes allowed unless specifically requested by UConn Health) | Quantity | ||||
| (Qty) | Unit of Measure (UOM) | Proposer's List Price per Unit | Proposer's Discounted Price per Unit for UConn Health | % Discount to UConn Health |
Calculates automatically:
| (List Price - Discounted Price)/List Price | Shipping per Unit |
| (if any - already approved by Triose) | Handling per Unit |
| (if any) | Extended Total Cost |
Calculates automatically:
| Qty x (Discounted Price + Shipping + Handling) | 0 | ||||
| List Year 1 Costs Below: | 0 | ||||
| ERROR:#DIV/0! | $0.00 | 0 | |||
| ERROR:#DIV/0! | $0.00 | 0 | |||
| ERROR:#DIV/0! | $0.00 | 0 | |||
| ERROR:#DIV/0! | $0.00 | 0 | |||
| ERROR:#DIV/0! | $0.00 | 0 | |||
| ERROR:#DIV/0! | $0.00 | 0 | |||
| ERROR:#DIV/0! | $0.00 | 0 | |||
| Year 1 Total: | $0.00 | 0 | |||
| List Year 2 Annual Costs Below: | 0 | ||||
| ERROR:#DIV/0! | $0.00 | 0 | |||
| ERROR:#DIV/0! | $0.00 | 0 |
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