Procurement Board Presentation April 21, 2015 Allan I. Pack, Chief Financial Officer Subramanian Muniasamy, Chief Information Officer Andrew Ratner, Marketing and Outreach Director Jonathan Kromm, Deputy Executive Director A service of Maryland Health Benefit Exchange
Scope of Presentation • Procurement Procedures • Procurement Calendar • IDIQ RFP • Marketing RFP 1
Four New Procurement Products 1. Procurement Decision Tree 2. Procurement Checklists to Accompany All New Procurements 3. Procurement Document Checklists 4. New Filing System 2
Procurement Decision Tree • Decision Tree (see attachment) will serve as a blueprint for prospective contract monitors on how to proceed with prospective procurements. • MHBE’s procurement policy is modeled largely on the Board of Public Works’ procurement policy and procedures, and the decision tree will help contract monitors ensure they are following all necessary steps and processing all necessary documents. • Next Steps: Fully implementing new system and updating decision tree and process to incorporate all procurement methods, e.g . intergovernmental cooperative purchasing agreements. 3
Bid & Proposal Checklists to Accompany all New Procurements • Bid & Proposal Checklists (see attachments) will prescribe for prospective contract monitors exactly how to proceed for each step of the procurement process • The procurement process will be broken into 5 distinct stages: • Pre-RFP Issuance • RFP Issuance & Post RFP Issuance • Bid & Proposal Evaluation Process • Pre-Board Approval Process • Post-Approval Process • The Checklist will not only serve as a blueprint but will also be required to be signed by executive management at various stages of the procurement process and retained in the procurement files, i.e. prior to Board submission. 4
Procurement Document Checklist • Document Checklists (see attachments) will prescribe for prospective contract monitors what documentation is required at each stage of the procurement, following the same 5 prong procurement process as laid out in the Bid & Proposal process (i.e. Pre-RFP Issuance, RFP Issuance & Post RFP Issuance, Bid & Proposal Evaluation Process, Pre-Board Approval Process, and the Post- Approval Process) • The Document Checklist will also accompany the Bid & Proposals Checklist such that it will help substantiate the attainment of required signatures by executive management at various stages of the procurement process. All documentation, even documentation not required must be addressed. 5
New System Filing System • In order to make all documents relevant to a particular procurement easily and readily located and retrievable, MHBE will institute a more streamlined filing system. This new system will help facilitate and expedite the Agency’s fulfillment of reporting obligations, media requests, public information act requests, and basic inquiries. • The new filing system will be organized according to the original solicitation number and will follow the same structure as laid out in the Bid & Proposal and Document Checklist processes, namely Pre-RFP Issuance, RFP Issuance & Post RFP Issuance, Bid & Proposal Evaluation Process, Pre-Board Approval Process, and the Post-Approval Process). This will ensure uniformity in filing and that all aspects of the procurement process mirror one another. 6
Procurement Calendar Contract Name Vendor Name Dollar Amount Period of Period of Options Performance Performance - End -Start Date Date PMO Standard Contract Extension Arkenstone Technologies $362,000.00 1/1/2015 12/31/2015 Yes PMO Staff Augmentation Support Cognizant Technology $500,000.00 7/10/2014 6/30/2015 Yes for MHBE (IDIQ) Solutions, Inc. Gap Analysis & Transfer HBX Deloitte Consulting, LLP $43,967,081.00 4/2/2014 6/30/2015 No Solution Software Licenses Deloitte Consulting, LLP $14,140,428.73 6/4/2014 6/4/2017 No Task Order 3a - M&O & Level I & II Deloitte Consulting, LLP $15,334,289.00 11/12/2014 6/30/2016 No Support Task Order 2a - Deloitte Lease Deloitte Consulting, LLP $1,673,838.00 6/27/2014 10/31/2018 No Consent To Sublease Exelon Business Service $2,665,545.85 12/21/2012 12/31/2017 No Training Curriculum and Delivery - GP Strategies (No Cost $5,863,225.13 1/1/2015 6/16/2015 No 3rd Contract Mod Extension) PMO Staff Augmentation Support Infojini, Inc. $500,000.00 7/10/2014 6/30/2015 Yes for MHBE (IDIQ) Three Party Escrow Service Iron Mountain $8,400.00 3/28/2014 3/27/2016 No Agreement PMO Contract Extension Mod 2 J. Cain & Company., LLC $1,315,800.00 1/1/2015 12/31/2015 Yes 7
Procurement Calendar Cont. Contract Name Vendor Name Dollar Amount Period of Period of Options Performance - Performance - End Start Date Date PMO Staff Augmentation Support Koniag Services, Inc. $500,000.00 7/10/2014 6/30/2015 Yes for MHBE (IDIQ) PMO Staff Augmentation Support Libertas Consulting LLC $500,000.00 7/10/2014 6/30/2015 Yes for MHBE (IDIQ) PMO Staff Augmentation Support Matrix Ssystems & $500,000.00 7/10/2014 6/30/2015 Yes for MHBE (IDIQ) Technologies, Inc. Consolidated Service Center Maximus Health Services, Inc. $68,579,855.67 6/3/2013 12/31/2017 No Enterprise Content Management Maximus Health Services, Inc. $2,392,891.00 9/27/2013 9/30/2016 No System Service Services Contract PMO Consulting Services Navigators Management $5,242,000.00 1/1/2015 12/31/2015 Yes Contract Extension Mod 2 Partners Customer Relationship Software Oracle America, Inc. $1,562,220.00 7/17/2013 7/16/2018 No MD HBX System and Workflow Scan-Optics $850,000.00 7/15/2014 7/14/2015 No Development Outsourced Printing and Mailing Sir Speedy $810,000.00 7/14/2014 7/13/2015 No Services System and Data Security Services TMI $298,200.00 1/1/2015 12/31/2015 Yes Support Consultant - MOD 5 Full Service Communications and Weber Shandwick $4,394,039.00 7/1/2014 6/30/2015 No Marketing Services to Supports the MHBE Contract Mod 5 Production Data Center Hosting Xerox State and Local $30,232,338.65 6/1/2014 5/31/2019 Yes Solutions, LLC 8
What is the IDIQ Contract? • Indefinite Delivery, Indefinite Quantity • Used when the precise quantity of services cannot be determined • Allows for a selected group of bidders to provide resources at pre-determined rates, as needed • Services or resources are procured via task orders using very prescriptive and precise requirements for a specific period of time • Only utilize the contract when specific needs arise • Attracts Minority Business and Women-owned Business Enterprises • Limited to $500,000 Not to Exceed (NTE) annually 9
Scope of Services • The services performed by IDIQ would include the following – IT Support • QA Testing • Data Analysis • System Development • Security/Network • Training Specialist • Project Management – Operations Support • Data Matching • Process Improvement • Escalated Case processing 10
What Positions Have We Procured So Far? 11
What are the Benefits? • IDIQ contracts are cost-effective, as they are used on- demand only. • IDIQ contracts can quickly staff positions on a short-term, immediate basis at a pre-determined cost, creating tight spending controls. • IDIQ contracts are specifically defined with fixed durations and rates / cost limits. • IDIQ contracts attract a variety of consulting firms, of all sizes and designations, including local MBE / WBE entities. This variety drives costs lower for the Exchange, resulting in high quality resources at affordable rates. 12
Next Steps 13
Original Guiding Principles for MHC Marketing Plan Bring Everyone Along: Although not everyone in the State is affected by health reform, every 1. opinion matters. The campaign’s core efforts will focus on enrollment of the key target audiences, while opinion leaders, elected officials, media and the general public also must be educated and their support cultivated Leverage the Power of Partnerships : Maximize education and enrollment by leveraging 2. existing resources, networks and channels; identify opportunities for collaboration and partnerships with common visions and missions 3. Segment Audiences and Customize Communications: Develop marketing and communications tactics based on research and evidence of how different populations can best be reached and encouraged to enroll and retain coverage; ensure materials are culturally and linguistically appropriate 4. Educate to Ensure Delivery of the Consumer Experience: Comprehensive information and education is necessary for assisters and partners to provide a seamless consumer experience 5. Evaluate and Adjust Campaign Strategies: Monitor and modify based on feedback from stakeholders, partners, ongoing research, program metrics and national indicators 14
Additional Guiding Principles for MHC Marketing Plan 6. Reaching the Hard-To-Reach: Maryland has enrolled about 25% of the potential market, ranking 10th of the 14 state exchanges. (* “Now the Hard Part: The Rate of Health Care Enrollment Seems Set to Slow,” New York Times, March 23, 2015) 7. Retaining Customers: Communications and outreach are vital to help retain customers already served through MarylandHealthConnection.gov, in part by improving information such as what to do “After You Enroll,” so consumers know how to use their policies to improve their health. 15
Recommend
More recommend
