Written Questions and Answers

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1 Written Questions and Answers Healthcare Consulting Services RFP UK Questions and Answers Issue Date: 05/15/18 RFP Closing Date: 05/30/2018 No. Question Answer 1 We are a solid organ transplant consulting firm dealing with all components of operations, finance and compliance. Is any of the scope specific to transplantation? Yes, the scope does include transplantation What is the approximate overall spend for this contract? How many vendors are supporting this current initiative? How many vendors are the maximum amount able to be chosen? Are pricing structure sheets available from the initial contract? Have your current vendors chosen to renew? What does it mean to be accepted into the UK stable of potential consulting firms? Does it mean that a healthcare consulting firm is one among many approved to provide consulting services in a specific area? Or, is one firm approved for each specific area, and the accepted firm now represents the one go to firm for that specific area? As indicated in the RFP, the intent is to establish a pool of consultants to assist UK Healthcare with ongoing needs. In the past twelve months, consulting services purchased have been in excess of $10 million. We currently have thirty-two consultants supporting various initiatives. The Evaluation Committee will determine the number of awardees as part of the evaluation process. This would require a submission to University Open Records. Additional information is available at: Contracts for the majority of healthcare consulting contracts are being renewed. UK will identify multiple firms to provide consulting services specific areas. Specific engagements will be negotiated as the need arises. Written Questions and Answers Page 1 of 15

2 Are there specific healthcare consulting projects that are being considered that we should take into consideration in our response? Within the context of this RFP process, is there an opportunity to speak with representatives from the UK Health system to gain a better general understanding of challenges and anticipated future directions? Reference Scope of Services #4, Compliance: Historically, what regulatory requirements have been included for compliance services under this type of contract? Are there any particular regulatory requirements identified for upcoming projects? What are the supply chain systems (Materials Management Information Systems) in use at each organization? What modules are currently utilized (content management, inventory, requisitioning, contracting, value analysis, item master file, etc.)? a. What is the current structure of supply chain at each facility? Centralized, decentralized, combination, etc.) i. Do the supply chain departments purchase on behalf of any associate organizations (long-term-care facilities, physician offices, etc.?) ii. Based on supply chain structure, how is the facility level supply chain structure organized at each organization? b. Does each organization have a centralized item master file? Is there a value analysis structure in place? No, the intent is to establish a pool to provide a broad range of services as projects are identified. Within the context of the formal RFP process, written questions are handled within this formal question and answer process. In keeping with confidentiality requirements, direct communications with end using departments is not permitted. In the event the Evaluation Committee expresses a need for further written or oral communications, we will contact respondents who submit proposals as needed. All areas of compliance are included in the scope of services. This information is currently not available. Yes, there is a value analysis structure in place. Written Questions and Answers Page 2 of 15

3 What OR system is in place at each organization and is it the same system across all facilities? Does the organization item master file interface into the OR module? The OR uses PICIS. Yes, there are established Physician Preference Cards. 13 a. Does the OR have established Physician Preference Cards? b. Does the OR inventory staff report to the OR the supply chain department? Will evaluation of supply chain cost reduction opportunities be included? If so, at the organization level or system-wide level? What are the current supply expense reduction goals and targets? a. What percent of the goals/targets have you achieved to date? b. What are next year s supply expense reduction goals? What are your current strategic initiatives in progress? What strategic initiatives do you have for next fiscal year? What consulting engagements (services rendered and consultancy retained) have you entered into and/or completed within the last 12 months? Are we able to bid on part of the service categories or are you looking for a firm that is able to provide all the services noted in the RFP? Are we able to use subcontractors for any portion of the engagement? Our firm currently has a consultant contract with UK Healthcare. Do we need to submit a response to this RFP? Evaluation of supply chain opportunities is an ongoing process at both the organizational and system-wide level. The specific supply expense reduction goals and targets are currently under assessment. Ambulatory strategy is the major focus. Ambulatory strategy will continue to be a major focus. UK Healthcare has retained consulting services in a wide range of areas across the organization including workforce utilization, compliance, and supply chain optimization. Reference Section 2.1 of the RFP, second paragraph. A firm s proposal may be for single or multiple categories listed within the RFP. Reference section 2.1 of the RFP, last paragraph: There is no intent with issuance of this Request for Proposals to replace any current healthcare or academic campus consultants that are currently on contract with the University. Firms that already hold a University consulting contract series UK or UK do not need to Written Questions and Answers Page 3 of 15

4 What is the size of the real estate portfolio? - Number of Leases and Square Feet (please also identify as Tenant or as Landlord) - Number of Owned Facilities and Square Feet With regard to real estate, what markets other than Lexington KY is UK Health System located in and/or targeting growth in? Does UK Health System typically prefer to own properties or lease properties? What real estate technology and databases does UK Health System utilize? Examples: lease administration, space management, capital planning, contract management etc. Please identify any existing UK Health System pipeline of real estate growth and/or acquisition projects (ambulatory, clinical, other spaces) over the next 3 years. What is the annual average size and quantity of historical renewal or new acquisition real estate transactions over the last 5 years? What personnel resources exist in UK Health System s real estate department and what are their roles? Does UK have two technology consulting lists? For example, a list for staffing firms and a list for managed services consulting firms. Are there any specific technology projects that are the focus of UK over the next 3 years? Are there any specific skill areas that UK is seeking? For example, Allscripts Sunrise Surgery. respond to this RFP. Contracts under those series will continue to be valid. UK HealthCare has approximately 125 lease agreements in place for various activities. Other information is currently not available. Specific areas have not yet been established. Both. We are in the design phase of implementing the Ariba Contract Management Database. This identification and assessment would be part of the scope of work. This information is currently not available. UK HealthCare is in the process of recruiting an Associate Vice President for Facilities. Yes, UK has two technology consulting lists. This RFP is for consulting services. A separate RFP is awarded for staff augmentation. This RFP is to get consulting services under contract. Specific SOW details will be managed on a case by case basis as necessary. SOW will be provided to those consulting firms under contract via this RFP. Specific skills for this RFP are consulting services. Written Questions and Answers Page 4 of 15

5 Are there specific gaps in the IT department that need to be filled? Does this RFP cover IT consulting services and staff augmentation? Is there a MSP (Managed Service Provider) or VMS (Vendor Management System) for the management of suppliers? How are billing rates established? Not in scope of RFP. This RFP is to get consulting services under contract. Specific SOW details will be managed on a case by case basis as necessary. SOW will be provided to those consulting firms under contract via this RFP. This RFP covers consulting services. UKHC IT has a Vendor Management Department that manages IT suppliers. There is not enough information as to what billing rates are in question. If this refers to billing rates for current consultants on contract, see answer to question Are billing rates consistent amongst suppliers? There is not enough information as to what billing rates are in question. If this refers to billing rates for current consultants on contract, see answer to question If selected, how do engagements begin? For example, is there a job requirement distributed to approved suppliers? What are payment terms for University of Kentucky? Please provide an overview of UK HealthCare s current strategic plan and/or major strategic objectives for the next few years. Please provide information on the organization s most pressing clinical and operational performance improvement opportunities (e.g., margin improvement or cost reduction, inpatient throughput, ambulatory access, perioperative services optimization, emergency department optimization, medical group/physician services optimization) as you currently see them. See page 35 of the RFP, section entitled Preparation and Execution of Engagements by Successful Contractors. Standard payment terms are Net-30, although this may be customized on a caseby-case basis for each Statement of Work (SOW). See the following website: Current focus is on supply chain optimization, workforce optimization and ambulatory access. 41 Are you seeking consulting projects focused only on planning/assessments or do you Both. Written Questions and Answers Page 5 of 15

6 expect potential projects to also involve direct implementation support? For Service Area #16 (Systems of Care/Continuum of Care Development), does anticipated work involve identifying potential affiliations and partners and doing clinically integrated network planning, or have key partners already been identified and work is focused on the execution of plans and integration of operations and clinical processes? Does UK HealthCare currently utilize any clinical or operational cost benchmarking tools? Does UK HealthCare currently utilize any other benchmarking or management tools to measure and monitor non-cost related performance (e.g., quality; patient, staff, or provider satisfaction; volumes; access; revenue; productivity)? Can you provide any information on the typical duration of consulting projects at UK HealthCare over the past year? Does the organization have any internal performance improvement or project management resources that work alongside the external consultants on these engagements? In section 3.6. it says that "Each exception to the University's General Terms and Conditions shall be individually addressed," but we have not been able to locate the General Terms and Conditions. The document only contains Special Conditions in Section 6. Will there be separate General Terms and Conditions or are the Special Conditions the only terms and conditions? Please clarify. The anticipated work would include identifying potential affiliations and partners and clinically integrated network planning. During of consulting projects varies depending on the scope and complexity of the project. Yes, an internal team is assigned to all engagements. The University s General Terms and Conditions are available here. 48 Would the University of Kentucky be interested in a proposal response which offers data or other information (e.g. nationwide Yes, your response should reflect your company s ability to provide services Written Questions and Answers Page 6 of 15

7 charge and allowed benchmarks by service category (e.g., medical, dental, facility), geography (state, geozip) and custom analytics) to support internal analyses and/or a third party consultants engaged by the University of Kentucky? What is the typical project turnaround time expectation? Does the University of Kentucky have an existing relationship with a data vendor? Page 32, Section 7.1 Detailed Services Overview: What major changes have occurred in the University s supply chain department/processes recently and what changes are being planned for the supply chain/operations in the next year? Page 37, Section 8.1 Fee Schedule: If our billing categories are different from those listed on the table, can we modify the Level of staff titles, or should we show our job titles alignment with those categories listed? Page 39, Section 8.3 Alternative Pricing: Our company plans to respond with 4 lines of services that fit the scope of work in 4 different categories listed. 3 of the service lines fit with the Fee schedule format of an hourly rate by staff member, but the fourth is on a contingent fee based on savings. What is the best way to format the proposal to differentiate the 4 th service being offered on a contingent fee? We understand that vendors can respond to single or multiple categories listed in the RFP. In terms of categories with multiple parts (e.g. Regulatory / Reimbursement / Governmental Cost Reporting / Payer Contracting / Dispute Resolution, including single provider and multi-provider issues/status), will you accept partial responses or is UK looking for a single vendor to provide services that speak to the multi-part category as a whole? described in the scope of services listed in the RFP. Turnaround time depends upon the specifics of the engagement. Supply chain has been a major initiative focus this fiscal year and will continue as such in FY19. Please align your job titles with those categories listed in the RFP. You can create this offer as a free text statement and add it to Financial Offer. The University will accept partial responses as described. Written Questions and Answers Page 7 of 15

8 55 56 Compliance category: Compliance is a very broad category. Could you please provide project examples? Capital Planning/Financial Advisory Services category: Is UK specifically looking for financial advisors as it relates to Financial Advisory Services? Please elaborate on the services that might be requested. Compliance Effectiveness Review Billing Coding Audits Both professional and technical billing (physician and facility/hospital) HIPAA Privacy Consulting HIPAA Security Consulting Fair market value reviews/audits Charge Master audits Cost Report Audits 340b/Pharmacy audits The scope of services is as outlined in Section 7.1 of the RFP. 57 Pharmacy consulting category: May we include additional offerings including oncology, ambulatory and specialty? DRG Validation has been mentioned as a requested service, is UK looking for outpatient reviews as well? For any potential outpatient auditing, will that include any hard coded (i.e. chargemaster) review? Or are they considering chargemaster review to be under revenue cycle? Does the Compliance service category include clinical compliance that encompasses appropriate and compliant care provided by physicians? Do services provided in this RFP fall under the Personal Service Contract Policies mentioned in section 6.26? This information is currently not available. There is potential for outpatient auditing to include hard coded review. The Compliance scope of work is specific to the following: Compliance Effectiveness Review Billing Coding Audits Both professional and technical billing (physician and facility/hospital) HIPAA Privacy Consulting HIPAA Security Consulting Fair market value reviews/audits Charge Master audits Cost Report Audits 340b/Pharmacy audits Yes Written Questions and Answers Page 8 of 15

9 Section 7: All personnel rendering services shall be, if applicable, duly licensed, certified and registered in the Commonwealth of Kentucky to perform the functions described within this RFP. When would this be applicable? Is this single vendor or multiple vendor environments? Will there be a rate card for services? Will the rates be an all-inclusive? How should the bidder respond if they have no experience in a certain service category? Section 3.7 of the RFP mentions we need create one technical proposal, and then specify our expertise in each category we want to submit for per the RFP guidelines, along with separate Financial offers for each category. Can you confirm this as opposed to a separate technical proposal for each category? What are the different Applications within healthcare this RFP covers? Section 4.5 of the RFP mentions to provide resumes for the key personnel who will be assigned to a potential consultant contract. Is this for internal resumes or sample resumes of our resources? Is the "Statement of Non-Collusion and Non- Conflict of Interest form" a document provided by the University for signature? Are we expected to provide resumes and bio information for all possible key personnel for the duration of the agreement? What is the approval process for personnel substitution, if needed during the course of the agreement? Some services within the RFP may require specialized certifications or licenses, or that requirement may arise from within a specialized statement of work with an awarded contractor. This is a multiple vendor environment. Depends on scope of the engagement. The response should reflect your company s ability to perform the services described in the description of services. There will be only one technical proposal per firm which will be comprehensive in nature. This RFP covers consulting services. Personal resumes for your internal staff that would be assigned to the University. This is page 2 of the RFP document. You should provide resumes and bio information. Any substitution would be addressed at the time of engagement. 71 What is the committee composition, by title, for whomever will be reviewing the proposals?, The evaluation committee is protected by confidentiality during the RFP process and names cannot be released. Written Questions and Answers Page 9 of 15

10 What are the primary factors driving the need for services? Are they financial, strategic, reduce overall consulting spend? What is the scope for transportation services? Does it include clinical transportation (e.g. helicopters, ambulance, etc.)? Service 14 What, if any, IT investments has the University already made or planned to make in information technology? Service 10 Please clarify whether the selected contractor(s) will support only UKHC or potentially other departments within the University. We will submit our fee schedule recognizing that we cannot offer bids for specific work. Will it be possible to adjust fees over time consistent with inflation as an example? General Question: Please clarify if there are any specific use cases for the services requested in this RFP. New strategic initiatives. Primary focus is outlined in Section This is out of scope for this RFP. This RFP is for consulting services. Any unit, college, department in the University could also potentially utilize the resulting contracts. All fees are negotiated at the time of engagement. Please refer to the background section of the RFP General Question: Will this RFP be governed by the invitation to bid guidelines on the University of Kentucky Purchasing Division website? General Question: Please clarify if the procurement card program is a mandatory requirement, if awarded a contract. The RFP is governed by the Special Conditions within the document and the University s General Terms and Conditions. The Invitation to Bid terms and conditions are not applicable. For the resultant contracts, the procurement card as a form of payment is not applicable. 80 General Question: Have any addenda to UK been issued? Will all RFP documents, including all addenda, be available on the Bid and Proposal Opportunities webpage, or will they be sent via to bidders? All addenda will be published on the University s Bid and Proposal page if/when issued. 81 General Question: Does UK Healthcare use a Vendor Management System? Written Questions and Answers Page 10 of 15

11 82 RFP pg. 6, Section 1.0: Where can we view a copy of Kentucky Revised Statutes, Chapter 45a_085 document? The KRS Statute is available here. 83 RFP pg. 7, Section 2.1: Please clarify what a price contract is and how it differs from an award. For the purposes of this RFP, University price contract is synonymous with the term contract award. 84 RFP pg. 8, list items 1-16: Please provide specific use cases for each service category. Information is not available. 85 RFP pg. 8, paragraph 3, third bullet Capacity review: Please clarify if this is asking us to review our workforce capacity, or UK Healthcare s workforce capacity. The ability to review UK workforce is a component of being able to provide services under the RFP. 86 RFP pg. 8, paragraph 3, fifth bullet Review of key customers: Please clarify if this is asking us to provide references of our key customers. The consultant would be expected to help identify and provide information on UK customers. 87 Is a bidder s ability to work with the University of Kentucky (UK) in the future limited to the categories where we receive an award? If a bidder is awarded one category, can they compete in other categories? Offerors should form their proposals for all categories they offer. 88 UK Healthcare currently partners with our electronic health record implementation and optimization practice, with a similar arrangement as the one described in this RFP. We have recently been in contact with UK Healthcare that this arrangement is up for renewal. Despite electronic health record consulting not being a component of this RFP, would we be able to integrate a joint financial offer summary update for this division as well in our RFP response? This would require a separate bid process. 89 The RFP states that part of the scope is to execute specific projects and tasks on an asneeded basis throughout the UK HealthCare enterprise. Are there already established needs that are defined that will be turned into UK HealthCare is currently reviewing numerous strategic initiatives that could result in the need for additional consulting services. Written Questions and Answers Page 11 of 15

12 a project request across any of the 18 categorized areas? Are the Revenue Cycle services inclusive of any new planned application implementation activities and if so can you share the vendor product information that UK will be implementing? Are the Revenue Cycle services also inclusive of any potential billing and collections outsourcing and/or interim staffing (management or otherwise) services? Does UK have any centralized revenue cycle operations that would absorb new acquired facilities or operations? Does UK have an existing long term Information Strategic Plan that can be shared with the RFP responders? Does the RFP include a MBE/WBE level of participation? If so what is the percentage of that requirement? Of the 10 million dollar consulting estimate is there a breakdown of the percent that is applied to the following areas: Revenue Cycle projects will be developed as needed to support enterprise initiatives. The scope is as stated in Section of the RFP. No major initiatives at this time. This information is currently not available. There is not a MBE/WBE level of participation affiliated with this RFP. No, there is not currently a breakdown. 95 a. Revenue Cycle b. Operation Analysis, Process Improvement, and Organizational Planning c. Regulatory / Reimbursement / Governmental Cost Reporting/Payer Contracting/Dispute Resolution d. Compliance e. Acquisition Due Diligence and Joint Ventures f. Integration Work for Newly Acquired Operations/Facilities g. Real Estate Advisory Services h. Capital Planning / Financial Advisory Services i. Strategic Planning and Service Line Program Review and Development j. Information Technology Written Questions and Answers Page 12 of 15

13 k. Pharmacy Consulting l. Facility Planning and Programming m. Transition and Move Management n. Transportation Services o. Regulatory Review and Impact Analysis p. Systems of Care / Continuum of Care Development q. Health Information Management/Consulting Audit / DRG Validation r. Health Professions Education Management/Organization Design/Accreditation 3. Regulatory / Reimbursement / Governmental Cost Reporting / Payer Contracting / Dispute Resolution, including single provider and multi-provider issues/status - Projects involving assistance with completion or expertise in advising with reimbursement issues. Question: Is Denial management and appeals in this category of services? 4. Compliance - Projects involving assuring all University operations are conforming to all federal and state regulatory requirements Question: Can we limit our response to compliance specific to coding and revenue cycle issues? 5. Acquisition Due Diligence and Joint Ventures - Consulting services related to the analysis of risk/opportunity and the valuation of potential acquisition targets, to include joint ventures. Question Can we limit our response to due diligence coding and documentation reviews and risk analysis associated with them? Yes, denial management and appeals are in scope. Written Questions and Answers Page 13 of 15

14 Health Information Management / Consulting Audit / DRG Validation - Review coded patient records for compliance and accuracy. Projects may also involve documentation improvement, education and process improvement. Questions: Will the consulting audits include both facility (DRG validation) and Professional services? Will you need on-site training services? How many Inpatient Rehabilitation beds does your facility have? Do you have an in-house dialysis program and if so, what is the average monthly census? Would you accept references from other than hospital clients,that speak to our past and current in providing the services we are proposing? If we have been engaged by a law firm on behalf of a hospital/provider client, can we use the attorney as a reference? If we have been engaged by a health plan for retrospective claims audits similar to those requested under this engagement can we use the payer contact as a reference? If we have served as faculty for a professional association to provide education in these areas (i.e. Association for Healthcare Internal Auditors, Health Care Compliance Association, National Healthcare Antifraud Association, etc.) can we use our contacts at these entities as a reference? It appears that Criteria 3 Financial Proposal is solely requesting the Fee Schedule to be completed for each service category (if rates are different). Is this correct? Page 8 refers to the requirement, provide professional resource(s) with the requisite psychiatric hospital administrative, operations. Does this mean that one of the primary focus areas for consulting services would be with your psychiatric programs? If This RFP is for healthcare consulting services. Specific statement of work details will be managed on a case by case basis. None. No. Please submit references as you deem appropriate. Please submit references as you deem appropriate. Please submit references as you deem appropriate. Please submit references as you deem appropriate. This is correct. Psychiatric programs may be included but there are no specifics project currently underway. Written Questions and Answers Page 14 of 15

15 108 so, we will be certain to include our specific qualifications in this area. Our firm is a distinct consulting group with expertise in several of your service categories. As a business unit within an architectural firm, please confirm that we are able to eligible to respond to your RFP. Any firm is eligible to respond to the RFP. Written Questions and Answers Page 15 of 15