SHOP IT RFP Update & Review

November 5, 2014

Agenda

• How did we get here?• Process Review

• Current Status

• Next Steps/Timeline Review

• RFP Evaluation Methodology

• Summary of RFP Sections

SHOP RFP - How Did We Get Here?

Process

• IT Committee Met Weekly in October

• Staff Presented Key Decision Points for RFP Development (examples: Term of Contract, Hours of Operation for Contact Center, Methods of Accepted Payment)

• Input Enabled RFP Completion

Current Status

• RFP Distributed to Board Members on 10/31/14

• RFP scheduled to be released on Monday, 11/10/14

• Responses Due 12/8/14

SHOP RFP – Timeline Review

Exchange Task Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

SHOP RFP Development

SHOP RFP Release

SHOP RFP Evaluation

SHOP Contract Execution

SHOP system DDI

SHOP System Go-Live

Open Enrol lment SHOP

2014 2015

1) Completed RFP to Board - 10/31

2) Board Review (11/5) and release of RFP - 11/10

3) Receive Responses - 12/8 4) Optional Vendor Demos - 1/19 - 1/23

5) Vendor Recommendation to Board- 1/28

7) BeginBuild - no later than 3/2

1

2

7

43

6 6) Board Approval and Negotiations Begin - 1/28

5

8 5) Go Live - 10/15

Review RFP Evaluation Methodology

RFP Evaluation Methodology• Specific evaluation criteria tied to RFP requirements are identified for each

section

• Detailed cost information will not be shared beyond AHIM Staff in order to protect bidders’ and AHIM’s competitive advantages

Summary of RFP Sections

Summary of RFP Sections

1) Introduction

• Purpose of procurement

• Use of subcontractors

• Overview of RFP

2) Schedule

• Full procurement schedule

• Question and answer rules

• Intent to bid requirement

• Administrative rules from proposal opening to contract negotiations

Summary of RFP Sections

3) Background Info

• Arkansas Health Insurance Marketplace

• Arkansas Insurance Department

• Department of Human Services

• Health Insurance Carriers

• Agents/Brokers

• Information Technology Landscape

• ACA Impact

Summary of RFP Sections

4) Scope of Work

• AHIM’s vision for solution

• Marketplace integration

• Consumer support center

• Organization and staffing plan

• Deliverables and key responsibilities

• Project management

• Design, Development, and Implementation

• Breakdown of responsibilities

• Modifications

• Financial management

• Enhancements

• Project turnover

Summary of RFP Sections

5) Functional, Operational, and Technical Requirements

• SHOP eligibility and enrollment

• Plan management

• Consumer assistance

• Reporting and noticing

• Web portal

• Consumer support center

• Financial Management

• Technical requirements

Summary of RFP Sections

6) Bidder Response Requirements

• Tab 1: Transmittal letter

• Tab 2: Mandatory requirements checklist

• Tab 3: Executive summary

• Tab 4: Corporate experience

• Tab 5: Organization and staffing

• Tab 6: Project management

• Tab 7: Work plan

• Tab 8: Approach

• Tab 9: Functional requirements

• Tab 10: Operational requirements

• Tab 11: Technical requirements

• Tab 12: Privacy and security

• Tab 13: Assumptions of bidder

Summary of RFP Sections

7) Cost Proposal

• One separate cost proposal must be provided

• Cost proposal must include executive summary and pricing sheets

• Cost to be separated between development and on-going maintenance

• Both costs broken into yearly costs

• Includes payment schedule

Summary of RFP Sections

8) Evaluation Process

• Committee of Board members and key AHIM staff

• Steps of review process:

• Mandatory requirements review

• Technical proposal review

• Oral presentations

• Cost proposal

Summary of RFP Sections

9) Contract Terms

• Conformity with federal and state regulations

• Three year initial contract with three possible one year renewals

• Stop orders

• Contract termination

• Payment schedule and terms

• Performance standards and damages

• Subcontracting

Summary of RFP Sections

10) Appendices

• A: Vendor Information

• B: Written Questions

• C: Proposal Submission Checklist

• D: Corporate References

• E: Resume Template

• F: Staff References Template

• G: Functional Requirements Matrix

• H: Operational Requirements Matrix

• I: Technical Requirements Matrix

• J: Service Level Agreements and Liquidated Damages

• K: Objection to Terms and Conditions

• L: Insurance

• M: Federal Contract Clauses

SHOP IT RFP Review

Question and comment period