SEP Services: Chaffee and Lake Counties

The Colorado Department of Health Care Policy and Financing issued Request for Proposals (RFP) UHAA 2015000076 to procure Single Entry Point (SEP) Agency services for Chaffee and Lake Counties. The SEP Agency will provide comprehensive long-term care services including screening and referral, eligibility determination, and case management for individuals requiring long-term care services across multiple programs including Home and Community Based Services (HCBS) waivers, Medicaid nursing facility care, Programs of All-Inclusive Care for the Elderly (PACE), and Long Term Home Health. Key deliverables include conflict-free case management compliance, eligibility determination services, person-centered service initiatives, and comprehensive case management with staffing plans addressing medically complex populations. The contractor must complete mandatory training for case managers covering eligibility determination, intake and referral, assessment, service planning, appeals processes, documentation, and person-centered cultural awareness; additionally, contractors must submit complaint trend reports, maintain administrative compliance through periodic reviews, and provide Colorado Quality of Life Interviews at $100-$120 per interview completion. Mandatory qualifications restrict responses to private nonprofit organizations, county agencies, county departments of social services, county nursing services, area agencies on aging, or multicounty agencies. The evaluation committee will assess proposals based on conflict-of-interest mitigation plans, organizational experience with medically complex populations, staffing adequacy and qualifications, person-centered service initiatives, price competitiveness, and adherence to mandatory qualifications. The original proposal submission deadline of December 4, 2014 at noon Mountain Time was modified to November 21, 2014 at 3:00 p.m. Mountain Time per Modification Number 1; vendor selection and award notification was estimated for the week of December 22, 2014, with a contractor start-up period beginning December 15, 2014, and operational period running from January 15, 2015 through June 30, 2015, with total contract duration not anticipated to extend beyond June 30, 2018.

The procurement is restricted to the specific eligible organization types identified above, with no disadvantaged enterprise set-asides mentioned in the solicitation documents. No incumbent vendors or current contractors were identified in the RFP materials provided. The compensation structure is based on fixed monthly prices per client for three principal service areas—Screening and Referral, Eligibility Determination, and Case Management—plus an annual per-county-served amount of $8,000 per county. Maximum contract values are $108,947 for State Fiscal Year 2014-15, $224,977 for SFY 2015-16, $232,061 for SFY 2016-17, and $239,144 for SFY 2017-18, with the Department retaining discretion to increase these amounts based on state budget allocations. The contract includes renewal options at the Department's sole discretion, with pricing for renewal years not to exceed prior-year rates plus the annual Consumer Price Index increase for the Denver-Boulder-Greeley metropolitan area. Proposals must be submitted on five USB flash drives with searchable documents plus one separate USB drive containing financial information demonstrating the offeror's financial strength, including two years of audited financial statements. Contract funding is contingent upon continuing availability of Federal and State funds, and the Department reserves the right to cancel the entire solicitation or individual phases without penalty.