Medicaid Nursing Facility Satisfaction Survey Services

Request for Proposal13-23

Pre-Proposal Information SessionSeptember 19, 2012

2:00PMMark Hempel, Indiana Department of

Administration

Agenda

• General Information• Purpose & Scope of RFP

-Key Dates• Proposal Preparation & Evaluation

-Minority and Women’s Business Enterprises• Question and Answer Session

General Information• Sign-In Sheet for Attendees• Sign-In Sheet and PowerPoint will be posted on State’s

Solicitation Website• Hold questions until the end of the presentation• Any questions answered verbally today are not official

and should be submitted in writing if it will affect your

proposal response• All questions must be submitted in writing by

3:00PM EST on September 21, 2012

Purpose of the RFP

The purpose of this RFP is to select a vendor that can satisfy the State’s need for performing satisfaction surveys and providing the associated deliverables, as defined in the Scope of Work associated with this RFP. It is the intent of the Division of Aging (DA) to contract with a vendor that provides quality satisfaction survey services for the Division of Aging’s Nursing Facility Value Based Purchasing.

Scope of the RFP

The Indiana Family and Social Services Administration – Division of Aging (FSSA/DA) developed and implemented a quality incentive payment for Medicaid-certified nursing facilities in the fall of 2005. Currently, the Medicaid incentive payment is based solely on quality as measured by the Indiana State Department of Health Report Card Score. The report card score is determined using selected information obtained through the licensure survey process.

Scope of the RFP

Beginning January 2010, modifications were made to the rate-setting criteria to obtain the quality incentive payment, including the frequency with which the report card score is updated for rate-setting purposes, the scale for obtaining the quality incentive payment, and increased funding subject to the quality incentive payment. As part of the next phase in strengthening the link between quality of care and reimbursement, the DA plans to augment the report card score with other quality measures.

Scope of the RFP

In 2009, DA established a clinical expert panel to assist in developing and advising the FSSA/DA on various quality measures. As part of its ongoing work, the expert panel reviewed satisfaction surveys and recommended their inclusion as a quality measure for Medicaid reimbursement. This RFP requests proposals from qualified vendors to assist the State in collecting quality of care and quality of life information, obtained through resident, family and employee satisfaction surveys.

Scope of the RFP• Surveys to be Performed

– Residents residing in Indiana Medicaid-certified nursing facilities– Family members of Indiana Medicaid-certified nursing facility

residents– Current employees of Indiana Medicaid-certified nursing facilities

• Tasks/Deliverables• Executive Summary

Bidders must provide a high-level description of how their proposal will meet the project requirements

• Technical Approach• Staffing Plan and Project Team Qualifications• Firm Experience and Qualifications

Key Dates

Activity Date

Issue of RFP September 7, 2012

Deadline to Submit Written Questions September 24, 2012

Response to Written Questions September 26, 2012

Submission of Proposals October 10, 2012

Contract Award December, 2012

Proposal PreparationUse the templates provided for all answers

Attachment D, Cost Proposal Template

Pricing shall be all inclusive of any costs associated with the response to the technical proposal.

Submit your responses within the templates•Attachment E, Business Proposal Template

-Confidential information must be kept separate from the proposal in both hard and soft copy

-Respondent should review State contract (Attachment B) and note exceptions to state mandatory and non-mandatory clauses in the transmittal letter

•Attachment F, Technical Proposal Template

Proposal EvaluationSummary of Evaluation Criteria:

1. Adherence to Minimum Requirements – Pass/Fail

2. Management Assessment/Quality (Business & Technical)– 55 points

3. Cost (Cost Proposal)– 25 points

4. Minority (10) and Women Business (10) – Subcontractor Commitment 20 points (Possible 2 Bonus Points)

* 100 Total Points (102 if All Bonus Points Are Awarded)

Minority and Women’s Business Enterprises

• Complete Attachment A, M/WBE Form– Include sub-contractor letters of commitment

• Goals for Proposal– 8% Minority Business Enterprise– 8% Women’s Business Enterprise

Minority and Women’s Business Enterprises

Prime Contractors must ensure that the proposed subcontractors meet the following criteria:• Must be listed on the IDOA Directory of Certified Firms• Each firm may only serve as one classification – MBE or WBE• A Prime Contractor who is an MBE or WBE must meet subcontractor goals by using other listed certified firms. Certified Prime Contractors cannot count their own workforce or companies to meet this requirement.• Must serve a commercially useful function. The firm must serve a value-added purpose on the engagement.• Must provide goods or service only in the industry area for which it is certified as listed in the directory at http://www.in.gov/idoa/2352.htm • Must be used to provide the goods or services specific to the contract• National Corporate Diversity Plans are generally not acceptable

Minority and Women’s Business Enterprises

(Top of Form)

RFP#____________________________________________________

 

DUE DATE:_______________________________________________

 

TOTAL BID AMOUNT:______________________________________

Minority and Women’s Business Enterprises

Respondent Firm Telephone Number

Address Fax Number

City/State/Zip Code Email Address

Representative Authorizing Signature

Date Printed Name and Title

Minority and Women’s Business Enterprise

(Bottom of Form)

Minority and Women’s Business Enterprises

• Effective April, 2011, a new MWBE scoring methodology was implemented for all RFP’s released

• New Process – MWBE scoring is conducted based on 20 points plus a possible 2 bonus points scale

- MBE: Possible 10 points + 1 bonus point

- WBE: Possible 10 points + 1 bonus Point

• Professional Services Scoring Methodology:

- The points will be awarded on the following schedule:

- Fractional percentages will be rounded up or down to the nearest whole percentage

- Submissions of 0% participation will result in a deduction of 1 point in each category

- The highest submission which exceeds the goal in each category will receive 11 points (10 points plus 1 bonus point). In case of a tie both firms will receive 11 points

% 1% 2% 3% 4% 5% 6% 7% 8%

Pts. 1.25 2.50 3.75 5.00 6.25 7.50 8.75 10.00

Minority and Women’s Business Enterprises

Bidder MBE % Pts. WBE % Pts. Total Pts.

Bidder 1 12.0% 10.0 10.0% 11.0 21.0

Bidder 2 6.0% 7.5 4.0% 5.0 12.5

Bidder 3 8.0% 10.0 8.0% 10.0 20.0

Bidder 4 16.0% 11.0 0.0% -1.0 10.0

Bidder 5 0.0% -1.0 0.0% -1.0 -2.0

RFP MWBE Scoring Example

Questions and Answers

Additional InformationIDOA PROCUREMENT LINKS AND NUMBERS

http://www.in.gov/idoa/2354.htm1-877-77BUYIN (8946) For Vendor Registration Questions

http://www.in.gov/idoa/2464.htmFor Inquiries Regarding Substantial Indiana Economic Impact

A. Secretary of State of Indiana:Can be reached at (317) 232-6576 for registration assistance. www.in.gov/sos

B. Indiana Economic Impact Form:Online version available at http://www.in.gov/idoa/2354.htm

C. Minority and Women’s Business Enterprise:http://www.in.gov/idoa/2352.htm for more information www.in.gov/idoa/2467.htm for table of IDOA certified MBEs and WBEs.

D. RFP posting and updates:Go to http://www.in.gov/idoa/2354.htm (select “State of Indiana Opportunities” link) Drag through table until you find desired RFP/RFI number on left-hand side and click the link.

E. www.in.gov/iot/2394.htm Information Technology (IT) Standards and Policies

Thank You