RFP Section 3
Submission Requirements, Technical Proposals, Cost Proposals and Deliverables
3.1 SUBMISSION REQUIREMENTS
The fully completed proposal must be delivered at the VENDOR's expense and received by the Procurement Officer designated on the Event Details document on or before the date and time specified in the Procurement Schedule (RFP Section 1.5.2).
3.1.1 Proposal Submission Media
3.1.1.1
Proposals shall be submitted in the following media:
3.1.1.1.1
Paper Submissions
3.1.1.1.1.1
One paper original with original signatures and 12 paper copies of the Technical Proposal, including the signed Event Details document, applicable literature, and other supporting documents;
3.1.1.1.1.2
One paper original with original signatures and six (6) paper copies of the Cost Proposal including the signed Event Details document; and
3.1.1.1.2
Digital Submissions
3.1.1.1.2.1
Thirty-five (35) digital copies of the Technical Proposal shall be provided on separate virus free flash / thumb drives.
3.1.1.1.2.2
Thirteen (13) digital copies of the Cost Proposal shall be provided on separate virus free flash / thumb drives.
3.1.1.1.2.3
Proprietary information, if any, for either the Technical Proposal OR Cost Proposal shall be presented on separate, appropriately labeled media with one paper original and 12 paper copies each and 13 digital copies provided on separate virus free flash / thumb drives.
3.1.1.1.3
The flash / thumb drives shall include the proposal in both searchable Portable Document Format and in Microsoft® Word format with hyperlinks to the sections from the table of contents.
3.1.1.1.4
Cost schedules shall be provided in Microsoft Excel format.
3.1.1.1.5
The flash / thumb drives shall be appropriately labeled with “TP #01,” “TP #02,” etc., standing for “Technical Proposal #01” and “Technical Proposal #02;” or “CP #01,” “CP #02,” etc., standing for “Cost Proposal #01” and “Cost Proposal #02;” “TP-PI #01,” “TP-PI #02,” etc., and “CP-PI #01,” CP-PI #02,” etc., standing for the appropriate Proposal Type and Proprietary Information.
3.1.1.1.6
Separate flash / thumb drives must be used for Technical Proposals, Cost Proposals and Proprietary Information (i.e., do not include cost information on the flash / thumb drives that contain the Technical Proposal).
3.1.2 Submission Information
All copies of Cost Proposals shall be submitted in a separate sealed envelope or container separate from the Technical Proposal. The outside shall be identified clearly as "Cost Proposal” or “Technical Proposal" with the Bid Event ID Number and the Closing Date.
3.1.2.1
The VENDOR’s proposal, sealed securely in an envelope or other container, shall be received no later than 2:00 p.m., Central Time, on the Closing Date, addressed as follows:
Kansas Division of Purchases
Bid Event ID Number EVT0001028
Closing Date: January 13, 2012
900 SW Jackson Street, Room 102-North
Topeka, KS 66612 1286
The Division of Purchases telephone number for courier delivery is 785-296-2373.
3.1.2.2
Faxed, e-mailed, or telephoned proposals are not acceptable.
3.1.2.3
Proposals received prior to the Closing Date shall be kept secured and sealed until closing. The State shall not be responsible for the premature opening of a proposal or for the rejection of a proposal that was not received prior to the Closing Date and time because it was not properly identified on the outside of the envelope or container. Late Technical and/or Cost Proposals will not receive consideration. At the State’s option, such proposals will be retained unopened in the file or will be destroyed by the State at the State’s expense. Alternatively, the VENDOR may request the late proposals be returned at the VENDOR’s expense.
3.1.2.4
It is the VENDOR’s responsibility to ensure that proposals are received by the Closing Date and time. Delays in mail delivery or any other means of transmittal, including couriers or agents of the issuing entity shall not excuse late proposal submissions.
3.1.3 Proposal / RFP Response Instructions
VENDORs shall prepare their proposal in accordance with the instructions and in the sequence specified below. The proposal shall be clear and concise in response to the information and requirements described in this RFP.
The proposal, as well as any reference material presented, must be written in English and must be written on standard 8-1/2” x 11” paper. Foldouts containing charts, spreadsheets, and oversize exhibits are permissible.
Each page of the proposal shall be clearly and uniquely numbered.
All plans requested in this RFP, unless otherwise specified, are expected to be submitted with the proposal.
3.2 TECHNICAL PROPOSAL
Technical proposals shall contain a concise description of VENDOR's capabilities to satisfy the requirements of this RFP with emphasis on completeness and clarity of content. Repetition of terms and conditions of the RFP without additional clarification shall not be considered responsive. Responses to the Technical Proposal shall cite the applicable paragraph number being addressed.
The format and sections of the Technical Proposal shall conform to the tabbed structure outlined below. All tabs shall be labeled appropriately. Adherence to this format is necessary in order to permit effective evaluation of proposals.
The following sections explain the content that is required in each of the sections of the Technical Proposal.
No pricing or cost information shall be included in the Technical Proposal. Inclusion of Cost Proposal amounts in the Technical Proposal shall make the proposal non-responsive and the State shall reject it.
3.2.1 Technical Proposal Title Page
3.2.1.1
The title page shall be placed as the front cover and/or insert and includes:
3.2.1.1.1
The Bid Event ID Number as listed in the heading on this page,
3.2.1.1.2
The title of the RFP (KanCare Medicaid and CHIP Capitated Managed Care Services)
3.2.1.1.3
The RFP Closing Date (Proposal Submission Deadline from the Procurement Schedule in RFP Section 1.5.2)
3.2.1.1.4
The VENDOR’s name
3.2.1.1.5
The inscription, “Technical Proposal”
3.2.1.1.6
A separate and distinct control number for each copy placed in the bottom right corner. The control number naming convention is - (e.g., “Acme-09”). Please ensure that the signed paper original is designated with control number “01.”
3.2.2 Technical Proposal Tab A – Transmittal Letter
3.2.2.1
The letter of transmittal shall include:
3.2.2.1.1
A brief statement of the VENDOR’s understanding of the scope of services associated with this RFP
3.2.2.1.2
The names, titles, addresses, e-mail addresses, and telephone numbers of the individuals who are authorized to make representations on behalf of and legally bind the VENDOR
3.2.2.1.3
The names, titles, addresses, e-mail addresses, and telephone numbers of the individual who will function as the main contact for the VENDOR
3.2.2.1.4
A statement that the entire proposal and the price contained therein shall be binding upon the VENDOR in all respects for a period of 180 days from receipt of the Revised Offer, or from submission if no Revised Offer is requested
3.2.2.1.5
A statement designating the firm that will function as VENDOR (prime CONTRACTOR) in response to the RFP
3.2.2.1.6
A list identifying all subcontractors
3.2.2.1.7
A statement that the VENDOR is a corporation or other legal entity
3.2.2.1.8
A statement that no attempt has been made or will be made to induce any other person or firm to submit or not to submit a proposal
3.2.2.1.9
A statement that the VENDOR or any subcontractors do not discriminate in employment practices with regard to race, color, religion, age (except as provided by law), sex, marital status, political affiliation, national origin, or disability
3.2.2.1.10
A statement that no cost or pricing information has been included in this transmittal letter or the Technical Proposal
3.2.2.1.11
A statement that the VENDOR or any subcontractors presently have no interest, direct or indirect, which would conflict with the performance of services under this CONTRACT and shall not employ, in the performance of this CONTRACT, any person having a conflict
3.2.2.1.12
A statement that the person signing the proposal is authorized to make decisions as to pricing quoted and has not participated, and will not participate, in any action contrary to the statements above
3.2.2.1.13
A statement as to whether there is a reasonable probability that the VENDOR or any subcontractor is or will be associated with any parent, affiliate, or subsidiary organization, either formally or informally, in supplying any service or furnishing any supplies or equipment to the VENDOR or any subcontractor which would relate to the performance of this CONTRACT. If the statement is in the affirmative, the VENDOR is required to submit with the proposal, written certification and authorization from the parent, affiliate, or subsidiary organization granting the State and/or the Federal government the right to examine any directly pertinent books, documents, papers, and records involving such transactions related to the CONTRACT. Further, if at any time after a proposal is submitted, such an association arises, the VENDOR will obtain a similar certification and authorization and failure to do so will constitute grounds for termination of the CONTRACT at the option of the State.
3.2.2.1.14
A statement acknowledging that the VENDOR agrees that any lost or reduced Federal matching money resulting from unacceptable performance in a CONTRACTOR task or responsibility defined in the Request for Proposal, CONTRACT, or modification, shall be accompanied by reductions in state payments to CONTRACTOR
3.2.2.1.15
A statement that the VENDOR or any subcontractor has not been retained, nor has it retained, a person to solicit or secure a state CONTRACT on an agreement or understanding for a commission, percentage, brokerage, or contingent fee, except for retention of bona fide employees or bona fide established commercial selling agencies maintained by the VENDOR for the purpose of securing business. For breach of this provision, the Procurement Negotiating Committee shall have the right to reject the proposal, terminate the CONTRACT, and/or deduct from the CONTRACT price or otherwise recover the full amount of such commission, percentage, brokerage, or contingent fee, or any other benefit.
3.2.2.1.16
A statement that all staff members of the VENDOR’s team will follow all State of Kansas administrative policies, procedures, requirements, specifications, and standards
3.2.2.1.17
The signature(s) of person(s) authorized to legally bind the VENDOR. The name(s) and legal title(s) of the(se) individual(s) shall be typed under the signature(s). Indicate the VENDOR’s tax number under the signature block(s). This signature shall be the same individual that signs the Event Details document.
3.2.3 Technical Proposal Tab B – RFP Addenda
VENDORs shall acknowledge receipt of all RFP addenda by listing the addenda and including a signed copy of the front page of each addendum here. The signature(s) must be the same as on the Transmittal Letter. There is no need to include the entire text of each addendum – a signed front page will suffice.
3.2.4 Technical Proposal Tab C – Table of Contents
The Technical Proposal shall be submitted with a table of contents that clearly identifies and denotes the location of each section and sub-section of the proposal, with hyperlinks to the sections from the Table of Contents. Each page of the response shall be clearly and uniquely numbered. Additionally, the table of contents shall clearly identify and denote the location of all enclosures and attachments to the proposal.
3.2.5 Technical Proposal Tab D – Executive Summary
In the Executive Summary, the VENDOR shall condense and highlight the contents of the proposed solution in such a way as to provide the State with a broad understanding of the proposal. VENDORs shall provide a concise summarization of the proposed products and services, and how these proposed products and services solve the problems presented in the RFP. VENDORs shall present their planned approach to providing the proposed products and services, and their understanding of the objectives and intended results of the project and the scope of work. VENDORs shall summarize how their proposal meets the requirements of this RFP, and provide documentation as to why the product and service providers assembled in the proposal are best qualified to perform the work required herein.
3.2.6 Technical Proposal Tab E – Corporate Qualifications and Experience
A discussion concerning the topic of corporate qualifications and experience follows.
3.2.6.1
Mandatory Qualification - VENDORs must provide a detailed response that substantiates their ability to meet any mandatory qualification. The State has established one mandatory qualification that must be met by all VENDORs. This mandatory qualification is:
The VENDOR or a proposed subcontractor must be experienced in the business of providing services for the implementation and operation of managed care systems comparable in size and complexity to that specified herein.
Provide an explanation to document how this mandatory qualification is met. Include information about the VENDOR’s or subcontractor’s experience implementing and operating an eligibility determination system separated into categories for each type of experience. This explanation must include a client contact person name, title, organization, email address, and telephone number for the client's responsible CONTRACT administrator or for a senior official of the client who is familiar with the VENDOR’s or subcontractor’s performance and who may be contacted by the State during the evaluation process. The State reserves the right to contact the reported clients for further details and to validate that the VENDOR or subcontractor has met the mandatory qualification. Overlapping responsibilities on the same client's CONTRACT should be identified so that they are easily recognized. Employees of the VENDOR or any of its proposed subcontractors shall not be used as the contact person.
3.2.7 Technical Proposal Tab F – Administrative Requirements
3.2.7.1
RFP Section 5 contains blank copies of some of the forms required for compliance. Instructions concerning each required form are provided below.
3.2.7.1.1
Expression of Interest Form The Expression of Interest Form is submitted at any time during the procurement process up to the Proposal Submission Deadline (RFP Closing Date – please see the Procurement Schedule in RFP Section 1.5.2) in accordance with the instructions on the form. It is not required for RFP submission.
3.2.7.1.2
Signature Sheet The VENDOR must fill out the Signature Sheet form (see RFP Section 5) and submit it with the proposal as the second entry under this TECHNICAL PROPOSAL TAB 3 ADMINISTRATIVE REQUIREMENTS.
3.2.7.1.3
Supplier Diversity Survey Form The VENDOR and all proposed subcontractors must fill out the Supplier Diversity Survey Form (see RFP Section 5) and submit them with the proposal as the third entry under this TECHNICAL PROPOSAL TAB 3 – ADMINISTRATIVE REQUIREMENTS. When arranging the forms, please provide the VENDOR first, the Provider subcontractor second, all other Third Party subcontractors third (in alphabetical order), and Service Provider subcontractors fourth (in alphabetical order).
3.2.7.1.4
Tax Clearance Certificate The VENDOR and all proposed subcontractors shall obtain a Tax Clearance Certificate from the Kansas Department of Revenue in accordance with the instructions in RFP Section 5. Submit the required Tax Clearance Certificates with the proposal as the fourth entry under this TECHNICAL PROPOSAL TAB 3 ADMINISTRATIVE REQUIREMENTS. When submitting the certificates, please submit the VENDOR first, the non-provider subcontractor second (in alphabetical order), and Service Provider subcontractors third (in alphabetical order). VENDORs are advised that disclosure of a change in tax clearance status for the CONTRACTOR and all subcontractors is a continuing requirement subsequent to award of a CONTRACT and for the life of the CONTRACT.
3.2.7.1.5
Certification Regarding Immigration Reform & Control The Certification Regarding Immigration Reform & Control (see RFP Section 5) is a required attachment for all State of Kansas contractual agreements. It will be attached to any CONTRACT ensuing from the procurement process. VENDORs and all subcontractors shall provide a signed Certification Regarding Immigration Reform & Control form as the fifth entry under this TECHNICAL PROPOSAL TAB 3 – ADMINISTRATIVE REQUIREMENTS. When arranging the forms, please provide the VENDOR first, the Software Provider subcontractor second, all other Third Party Software Provider subcontractors third (in alphabetical order), and Service Provider subcontractors fourth (in alphabetical order).
3.2.7.1.6
DA-146a Contractual Provisions Attachment This form is a required attachment for all State of Kansas contractual agreements. It will be attached to any CONTRACT ensuing from this procurement process. VENDORs must include a clear and unambiguous statement expressing agreement to these contractual provisions without exception as the sixth entry under this TECHNICAL PROPOSAL TAB 3 ADMINISTRATIVE REQUIREMENTS.
3.2.7.1.7
Reference Questionnaire This form is required for proposal submission under TECHNICAL PROPOSAL TAB 10 – REFERENCES. Please refer to the instructions for TECHNICAL PROPOSAL TAB L in RFP Section 3.2.13.
3.2.7.1.8
Additionally, VENDORs are required to provide their responses to the CONTRACT Terms and Conditions for proposal submission under Section 4, as specified in RFP Section 3.2.15.
3.2.8 Technical Proposal Tab G – Corporate Information
3.2.8.1
CONTRACTOR Corporate Information
3.2.8.1.1
The VENDOR shall include a detailed narrative description of the VENDOR’s organization. The narrative shall include the following:
3.2.8.1.1.1
Brief overview of business operations, with an emphasis on medical eligibility determination related business in the public sector, particularly for State governments;
3.2.8.1.1.2
Date established;
3.2.8.1.1.3
Ownership (public, partnership, subsidiary, etc.);
3.2.8.1.1.4
State in which the CONTRACTOR is incorporated;
3.2.8.1.1.5
Office location(s) responsible for performance of proposed tasks;
3.2.8.1.1.6
Full disclosure of any proposed off-site activity and the locations involved;
3.2.8.1.1.7
Organizational chart;
3.2.8.1.1.8
Full disclosure of any potential conflict of interest;
3.2.8.1.1.9
A statement of whether, in the last ten years, the VENDOR and any officers in their individual or professional capacity or associated with another company have filed (or had filed against it) any bankruptcy or insolvency proceeding, whether voluntary or involuntary, or undergone the appointment of a receiver, trustee, or assignee for the benefit of creditors, and if so, an explanation providing relevant details;
3.2.8.1.1.10
A statement of whether there are any pending Securities Exchange Commission investigations involving the VENDOR, and if such are pending or in progress, an explanation providing relevant details and an attached opinion of counsel as to whether the pending investigation(s) will impair the VENDOR’s performance in a CONTRACT under this RFP;
3.2.8.1.1.11
A statement documenting all open or pending litigation initiated by VENDOR or where VENDOR is a defendant in a customer matter;
3.2.8.1.1.12
Full disclosure of any contracts terminated for cause or convenience in the past five years;
3.2.8.1.1.13
Full disclosure of any criminal or civil offense; and
3.2.8.1.1.14
Statements of financial stability indicating that the VENDOR has the financial capacity to provide the entire solution, and that the VENDOR has adequate resources to continue as an ongoing concern.
3.2.8.2
Subcontractor(s) Corporate Information - For each proposed subcontractor (not including Network Providers), VENDOR shall provide the same information listed for the VENDOR Corporate Information (see RFP Section 3.2.8.1).
3.2.8.3
In addition, each proposed subcontractor must submit a letter of agreement indicating that they have read, understand, and shall perform their role on the project throughout the life of the CONTRACT in accordance with the negotiated terms and conditions. The letter must be on the subcontractor’s corporate stationary and signed by an individual authorized to bind the subcontracted corporation.
3.2.9 Technical Proposal Tab H – Vendor Response to Section 2.1 - SCOPE
The VENDOR should discuss in detail the vendor’s response or acknowledgement of each of the requirements, information or instructions found in Section 2.1. How will the response proposed provide a stable and robust environment for the State?
3.2.10 Technical Proposal Tab I – Vendor Response to Section 2.2 - APPROACH
The VENDOR should discuss in detail the vendor’s response or acknowledgement of each of the requirements, information or instructions found in Section 2.2.
3.2.11 Technical Proposal Tab J – Vendor Response to Section 2.3 - OTHER REQUIREMENTS
In this section of the proposal, the VENDOR shall respond to other requirements included in this RFP in the order in which they appear within the RFP. Other requirements Include, but are not limited to those found in Section 2.3.
3.2.13 Technical Proposal Tab K – References
The VENDOR shall provide three references from customer(s) that have purchased similar items from the VENDOR. Although the three references provided could be from one qualifying customer, references from multiple customers are preferred.
As a part of its evaluation, KDHE-DHCF will evaluate reference check questionnaires that have been completed by the customers of the VENDOR. The VENDOR is solely responsible for obtaining and submitting these reference check questionnaires as a part of its Technical Proposal.
Since this process can be labor and time intensive, and since KDHE-DHCF will not accept late reference check questionnaires, the VENDOR is encouraged to begin the process of collecting these completed questionnaires as soon as possible after receiving the RFP.
All references shall be submitted using the Reference Questionnaire form, provided in RFP Section 5. THE PROPSER MUST USE THIS FORM, OR AN EXACT DUPLICATE THEREOF. All requested information on the form shall be completed. If any requested information is not applicable for the reference, this should be indicated with the notation “N/A.”
3.2.13.1
The VENDOR will be solely responsible for obtaining the fully completed reference check questionnaires, and for including them within the original copy of the VENDOR’s sealed Technical Proposal. To obtain and submit the completed reference check questionnaire, the VENDOR shall follow the process detailed below exactly:
3.2.13.1.1
VENDOR makes an exact duplicate (paper or Word electronic document) of the State’s form, as it appears in RFP Section 5.
3.2.13.1.2
VENDOR fills in the VENDOR Name and the Reference Name blanks on the forms.
3.2.13.1.3
VENDOR sends the copy of the form to the reference it has chosen, along with a new, standard #10 envelope that is capable of being sealed.
3.2.13.1.4
VENDOR directs the person providing the reference check feedback to complete the form in its entirety, sign and date it, and seal it within the provided envelope. The person may prepare a manual document or complete the exact duplicate Word document and print the completed copy for submission. After sealing the envelope, the person providing the reference must sign his or her name in ink across the sealed portion of the envelope and return it directly to the VENDOR. The VENDOR will give the reference check provider a deadline, such that the VENDOR will be able to collect all references in time to include them within its sealed Technical Proposal.
3.2.13.1.5
When the VENDOR receives the sealed envelopes from the reference check providers, the VENDOR will not open them. Instead, the VENDOR will enclose all the unopened reference check envelopes, in an easily identifiable larger envelope, and will include this envelope as a part of the original copy of its Technical Proposal. Therefore, when KDHE-DHCF reviews the marked original copy of the Technical Proposal, KDHE-DHCF will find a clearly labeled envelope enclosed or attached, which contains all of the sealed reference check envelopes.
3.2.13.1.6
KDHE-DHCF will base its reference check evaluation on the contents of these envelopes. KDHE-DHCF WILL NOT ACCEPT LATE REFERENCES OR REFERENCES SUBMITTED THROUGH ANY OTHER CHANNEL OF SUBMISSION OR MEDIUM, WHETHER WRITTEN, ELECTRONIC, VERBAL, OR OTHERWISE.
3.2.13.1.7
KDHE-DHCF reserves the right to clarify information presented in the reference check questionnaires, and may consider clarification responses in the evaluation of reference checks. However, KDHE-DHCF is under no obligation to clarify any reference check information.
3.2.13.2
Each completed questionnaire must include:
3.2.13.2.1
The VENDOR’s name;
3.2.13.2.2
The reference’s organization name;
3.2.13.2.3
The name of the person responding;
3.2.13.2.4
The signature of the person responding;
3.2.13.2.5
The title of the person responding;
3.2.13.2.6
The telephone number and email contact of the person responding;
3.2.13.2.7
The date the reference form was completed; and
3.2.13.2.8
Responses to the items in the questionnaire.
3.2.14 Technical Proposal Tab L – VENDOR Assumptions
The VENDOR shall document any VENDOR assumptions associated with the Technical Proposal.
3.2.15 Technical Proposal Tab M – Exceptions
3.2.15.1
The VENDOR shall copy the entire RFP Section 4, “CONTRACT Terms and Conditions,” into their TECHNICAL PROPOSAL, Tab M.
3.2.15.2
VENDORs shall indicate Acceptance of a stated term or condition with initials in the “Yes” space provided for each term or condition. The initials shall be the initials of the individual who signed the Signature Sheet and the Technical Proposal Transmittal Letter.
3.2.15.2.1
When applicable, VENDORs shall indicate lack of Acceptance of a stated term or condition with initials in the “No” space provided for each term or condition. The initials shall be the initials of the individual who signed the Signature Sheet and the Technical Proposal Transmittal Letter.
3.2.15.2.2
For any term or condition with initials in the “No” space, the VENDOR shall provide a detailed explanation of the exception.
3.2.15.2.3
The VENDOR must submit any exceptions with exact alternatives its firm wishes to negotiate. CONTRACT negotiations will occur in accordance with the Procurement Schedule (see RFP Section 1.5.2).
3.2.15.2.4
VENDOR may submit additional terms or conditions that it desires the State to consider. These must be clearly identified in a separate section of this TECHNICAL PROPOSAL Tab M.
In no event shall a VENDOR submit its own standard CONTRACT terms and conditions as a response to this RFP.
As part of CONTRACT negotiations, a comprehensive statement of work based on the proposal will be developed and included in the final CONTRACT between the State and the CONTRACTOR.
3.3 COST PROPOSAL
The State and the State’s actuaries are developing a comprehensive, summary level databook containing information on the populations and services to be included within this procurement by region. The State’s actuaries will calculate a blended statewide Actuarially Sound Capitation Rate Range to cover all populations, services and regions in accordance with generally accepted actuarial principles and in conformance with 42 CFR 438.6(c) governing actuarially sound capitation rates for Medicaid managed care programs and the CMS checklist.
The State will provide vendors with a single, blended statewide Low Cost Estimate (LCE) per member per month (PMPM) rate, developed on an actuarially sound basis in conformance with 42 CFR 438.6 (c). The State’s actuaries will verify that the LCE is within the Actuarially Sound Capitation Rate Range but will not disclose where within the rate range the LCE falls.
Vendors will submit their proposed discount to that blended statewide LCE PMPM rate. The blended statewide LCE rate is intended to cover all populations, services, and regions of the state. The State will provide vendors with the rate development factors that will be applied to this single blended rate to develop regional capitation rates by rate cell, including non-medical loading.
The databook, other rate development information, and the LCE will be provided, by Addendum, to all interested Vendors at a later date.
All copies of cost proposals shall be submitted in a separate sealed envelope or container separate from the technical proposal. The outside shall be identified clearly as "Cost Proposal" or "Technical Proposal" with the Bid Event ID / RFP number and closing date.
A proposal shall not be considered for award if the LCE Rate in the proposal was not arrived at independently and without collusion, consultation, communication or agreement as to any matter related to the LCE Rate with any other VENDOR, competitor or public officer/employee.
The format and sections of the Cost Proposal shall conform to the tabbed structure outlined below. All tabs shall be labeled appropriately. Adherence to this format is necessary in order to permit effective evaluation of proposals.
The Cost Proposal shall be in the following format:
The following explains the content that is required in each of the sections of the Cost Proposal.
3.3.1 Cost Proposal Title Page
3.3.1.1
The title page shall be placed as the front cover and / or insert and includes:
3.3.1.1.1
The Bid Event ID Number listed above,
3.3.1.1.2
The title of the RFP (KanCare Medicaid and CHIP Capitated Managed Care Services).
3.3.1.1.3
The RFP Closing Date (Proposal Submission Deadline from the Procurement Schedule in RFP Section 1.5.2).
3.3.1.1.4
The VENDOR’s name.
3.3.1.1.5
The inscription, “Cost Proposal.”
3.3.1.1.6
A separate and distinct control number for each of the copies placed in the bottom right corner. The control number naming convention is - (e.g., “Acme-09”). Please ensure that the signed paper original is designated with control number “01.”
3.3.2 Cost Proposal Tab A – Table of Contents
The Cost Proposal shall be submitted with a table of contents that clearly identifies and denotes the location of each section and sub-section of the Cost Proposal, with hyperlinks to the sections from the table of contents. Each page of the response shall be clearly and uniquely numbered. Additionally, the table of contents shall clearly identify and denote the location of all enclosures and attachments to the proposal.
3.3.3 Cost Proposal Tab B – Administrative Requirements
The VENDOR must fill out the Signature Sheet form and submit it with the Cost Proposal in this section. The person who signs the Cost Proposal Signature Sheet must be the same person who signed the Technical Proposal Signature Sheet.
3.3.4 Cost Proposal Tab C – Percentage Discount from the Lowest Cost Estimate Rate
Vendors will submit the percentage discount off of this blended statewide LCE. Only percentage discounts (reductions to the blended statewide LCE) between 0 and 10% will be considered by the State in the evaluation process. The State reserves the right to reject a proposed Low Cost Estimate Rate discount that is below the Actuarially Sound Capitation Rate Range. Any bid that proposes an increase to the blended statewide LCE will be deemed non-responsive and that vendor's proposal will be rejected in its entirety and eliminated from the evaluation process. While the State reserves the right to request Revised Offers (ROs) regarding the discounts bid, the vendor is cautioned to submit its best offer in its original bid as there is no guarantee the State will request ROs.
The LCE Rate, proposed and accepted discounts, and adjustments to the rates, if applicable, for Contract Year 2012 shall be attached to the Contract and shall be subject to adjustment by the State for Contract Year 2012 as set forth within RFP Section 2.3.6.3
3.3.5 Cost Proposal Tab D - VENDOR Cost Assumptions
The VENDOR shall document any VENDOR assumptions associated with this proposal.
3.4 DELIVERABLES
3.4.1 Detailed Implementation Time Line
CONTRACTOR shall, within 10 days of CONTRACT signing deliver to the State a Detailed Implementation Time Line.
3.4.2 Detailed Network Development Plan
CONTRACTOR shall, within 10 days of CONTRACT signing deliver to the State a Network Development Plan.
3.4.3 Turnover Plan
CONTRACTOR shall, within 60 days of CONTRACT signing deliver to the State a Turnover Plan.
With the relatively short CONTRACT term, Managed care turnover processes are critical to the initial procurement process. Each VENDOR shall address procedures related to turnover at CONTRACT end. Each proposal shall address any experience the VENDOR has with turnover to another CONTRACTOR or to the client. The Turnover Plan is due within 60 days of CONTRACT signing.
The managed care CONTRACTOR(s) is expected to be a full partner in the turnover process and has a responsibility to ensure that the state’s managed care program continues to operate smoothly during and after the turnover process. As part of this procurement, the CONTRACTOR(s) shall have at least one staff member available to the State for at least three months following the official turnover date to address concerns by the State. The initial CONTRACTOR staff member is expected to provide access to other knowledgeable individuals within the CONTRACTOR’s organization to assist with issue resolution in the event the contact person cannot provide an adequate response.
3.4.3.1
The Contractor’s Plan must provide for an orderly transition at the end of this contract should the Contractor be replaced by another entity and,
3.4.3.1.1
The Contractor shall take no action(s) that will hinder the orderly transition of duties and responsibilities as listed herein, from the contractor to another, separate contractor upon termination of this contract.
3.4.3.1.2
Six (6) months prior to the expiration date of the contract, the Contractor shall provide, at no extra charge, assistance in turning over the operations performed under this Contract to the State, or designated agent assigned by the State. The Contractor’s Plan shall include, but is not limited to the following:
3.4.3.1.2.1
Proposed approach to transition operations to another vendor;
3.4.3.1.2.2
Identification and release of State owned documents;
3.4.3.1.2.3
Turnover of all records and other necessary data to another review entity or appropriate custodian;
3.4.3.1.2.4
Designation of a knowledgeable person who will be available on a daily basis to assist KHPA during the transition process; and
3.4.3.1.2.5
Proposed timeline delineating the transfer process.
3.4.3.1.3
The Contractor shall organize and box all records for shipment to the new Contractor, unless otherwise instructed by KHPA. Boxed materials must be labeled on the outside with a list of contents. Include an inventory list on each box and clearly indicate the type and date of materials. The Contractor shall receive specific instructions from KHPA regarding boxing, labeling, and shipment of all records utilized under this contract.
3.4.3.1.4
The Contractor shall release all documents and records necessary to complete the transfer of operations, and will provide a final report documenting all such actions. At the option of the State, the Contractor shall arrange for the removal of hardware and software, or the transfer of documents, equipment or software leases, where applicable.
3.4.3.1.5
In the event the Contractor is non-compliant or non-cooperative with the approved transfer plan, KHPA shall hold the Contractor responsible for all expenses associated with the delay of the transition and include a liquidated damages assessment of up to $25,000.00 against the Contractor's final invoice.
3.4.4 Staffing Contingency Plan
CONTRACTOR shall, within 60 days of CONTRACT signing deliver to the State a staffing contingency plan - See Section 2.2.41.6
3.4.5 Performance Bond
CONTRACTOR shall, within 45 days of CONTRACT signing deliver to the State a Performance Bond in the amount of $5,000,000.00.
3.4.6 Other Deliverables
Other deliverables requested or provided for within this RFP shall be delivered in accordance with the deliverable requirements as specified.
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