REQUEST FOR QUOTES (RFQ) HEALTH COVERAGE ANALYST/PROJECT MANAGER

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1 REQUEST FOR QUOTES (RFQ) HEALTH COVERAGE ANALYST/PROJECT MANAGER Applications Due: Tuesday, June 16, 2015, 12:00 pm I. BACKGROUND The San Mateo County Health System (Health System) mission is to help residents living longer and happier lives. The Health System carries out its work through the following operating divisions: San Mateo Medical Center; Behavioral Health and Recovery Services; Aging and Adult Services; Correctional Health Services; Family Health Services and Health Coverage Unit; Emergency Medical Services; Public Health, Policy and Planning; Environmental Health; Health Information Technology; and Health Administration and Finance. Together, these divisions carry out programs aimed at protecting public health and preventing disease as well as direct services provided to low-income clients to promote their health, recovery and wellbeing. Five core values underlie the Department s work: Building healthy communities through policy change; Providing the right care at the right time and place; Providing an excellent experience to all who interact with us; Use our funds wisely; Be a great place to work. San Mateo County has been proactive and successful in maximizing the reach of the Affordable Care Act (ACA) for our residents, working closely with partners at the County Human Services Agency and the Health Plan of San Mateo to usher in expansion of Medi-Cal and serving as a local resource to residents able to purchase health insurance through the State marketplace, Covered California. San Mateo County is one of three counties in the State to sustained universal health coverage for children, with 97% of children enrolled in coverage. The County also supports access to basic healthcare for those left out of the ACA and operates locally financed coverage programs for children and adults not eligible for federal and state offerings. II. PROJECT DESCRIPTION The Health System is soliciting quotes from qualified contractors to perform analytic, project management, and communication support activities related to health insurance outreach and enrollment assistance for the residents we serve. The selected contractor will provide support to the Director and Manager of the Health Coverage Unit (HCU). It is estimated that the selected contractor will be working approximately 20 hours per week between July 15, 2015 and December 31, The total funding directed by the Health System will be based upon the quotes received. As part of a core Health System value of providing the right care at the right time and place, the Health System supports efforts to reach and enroll residents, especially clients of Health System programs, in the health insurance/coverage programs for which they qualify. Health insurance enables access to appropriate healthcare, and thereby promotes obtaining the preventive, routine and other care needed for residents to be healthy. 1

2 Enrolling and retaining individuals in health coverage programs also furthers the Health System s ability to sustain a healthcare safety net that earns reimbursement for the provision of healthcare services. Effective outreach, enrollment and retention assistance also assures that County-funded local coverage programs serve as coverage of last resort for low-income residents who do not qualify for federal/ state programs. Scope of Project Services sought through this Request for Quotes includes: A. Analytic Support Analytic support related to our Health Coverage Unit (HCU) goals of maximizing coverage, providing excellent customer service and optimizing processes related to health coverage enrollment and retention; tasks could include data and workflow analysis, research and synthesis of recommendations for program and policy changes; completion of memoranda or reports detailing Health Coverage Unit results to funders, members of community advisory bodies or external audiences; development of program and policy recommendations; and support to the HCU Director and Program Manager to implement program or process changes; B. Project Management Support Project management support related to partnerships with the Human Services Agency, Health Plan of San Mateo, Covered California, community-based organizations that perform outreach and enrollment assistance, local leaders and entities that can help us in reaching and enrolling residents in health insurance coverage; tasks could include facilitation of workgroups, development and implementation of project workplans, supporting outreach and enrollment strategies, assessing and designing responses to requests from partners and/or local leaders for assistance to targeted populations; The consultant chosen through this RFP may be enlisted to serve as the Campaign Director for HCU s work on ACA Open Enrollment for 2016 should HCU obtain support from Covered California as a Navigator grantee. C. Communication Support Communication support related to responsibilities to funding and other partners to whom the HCU is accountable, updating and improving key communication materials (including our website, printed materials, signage, scripts); Key Competencies Knowledge of health insurance programs, eligibility rules and key systems used by San Mateo County; certification by Covered California as a Certified Enrollment Counselor highly desirable; Excellent analytic skills, using multiple data sources and operational information to guide local efforts; Excellent project management skills that enable the individual to complete work within required timelines at a high level of quality; Excellent partnership skills that enable the individual to work well with diverse partners ranging from elected officials to front-line County and community-based organization staff and maintain their trust as a representative of the Health Coverage Unit; Strong communication skills in writing, verbal and presentation delivery; ability to tailor communication to a wide range of audiences; An understanding of the San Mateo County safety net landscape to partner well with entities and individuals who work with the Health Coverage Unit; and 2

3 III. Aptitude for learning and continual adaptation to keep up with changes in health coverage policies and implement ongoing improvements in health coverage screening, enrollment and retention SUBMISSION REQUIREMENTS All quotes will include the following information: A. Contractor Identification Provide the name of the firm, the contractor/firm's principal place of business, the name and telephone number of the contact person. If a consultant team submits a quote, identify the lead agency that will enter into the contract. Please provide a current resume for each member of the consultant team. B. Client References Provide 3 client references. At least one reference should reflect practical experience in data analysis or project management related to health insurance or health care. Provide the designated person's name, title, organization, address, telephone number, and the project(s) that were completed under that client s direction. C. Price Quote The quote will include pricing for all services listed in a Scope of Service. Pricing shall be all inclusive unless indicated otherwise on a separate pricing sheet. It shall include hourly rates for all professional, technical and support personnel, and all other charges related to completion of the work, itemized by activity listed in the Scope of Project Services. D. Narrative Responses Provide narrative responses to the following questions. Responses may refer back to the provided resumes, and should help the reviewers better understand what you/your team offer. Please limit your responses to the Narrative Response Section to 8 Pages (doubled space). 1) Describe your/your team s relevant experience and qualifications: Describe the experience you have that aligns with the County s business needs for health coverage analytic and project management support. Explain how the provision of the requested services furthers your goals and interests. Include a statement indicating which of the areas analytic support, project management support, communication support you are interested in performing for the County. Include in this section an overview of your educational background, knowledge of health insurance coverage, knowledge of the San Mateo County safety net landscape, and depth of experience in analytic, project management and communication support roles. Describe your expertise and experience working with health coverage eligibility in San Mateo County, inter-relationships with the Human Services Agency, Health Plan of San Mateo, Covered California and areas of work with local safety net resources. 2) Describe your/your team s capacity/availability to perform the requested services. Describe your approach to meeting client deadlines and deliverable expectations, assuring understanding of analytic/ project support/ communication expectations, and addressing any improvement needs identified by the County staff who will oversee your work. 3

4 3) Describe at least one (and no more than three) example(s) of a project or assignment that exemplifies your analytic skills. Describe the analytic problem(s) posed, your approach, the results you achieved and how these results were communicated and used by those relying on you. 4) Describe at least one (and no more than three) example(s) of a project or assignment that exemplifies your project management skills. Describe the scope and goal of the project, the stakeholders involved, your approach to developing a workplan or project plan, your approach to assuring that key milestones were met and that assignments others were responsible for were completed, how you kept key players engaged, the results you achieved and how these results were communicated and used by the project sponsors. 5) Describe at least one (and no more than three) example(s) of a project or assignment that exemplifies your communication support skills. Describe the communication challenge you were involved in addressing, the modes of communication you worked on (press releases, scripts, marketing materials, signage, web content, social media content, etc.), how your communication support was used, the reach/ results achieved and any data revealing the value of the communication in achieving the intended goals. If you have experience with specific communication tools, including web design/ support, please list your relevant skills. IV. SELECTION CRITERIA The following criteria will be considered, although not exclusively, in determining which applicant is selected: A. Knowledge of health coverage programs, including those available to residents of San Mateo County. Covered California certification as Certified Enrollment Counselor will contribute to demonstrating such knowledge. B. Knowledge of key healthcare/ safety net partners involved in public health insurance and coverage programs in San Mateo County. C. Experience and track record in analytic projects, demonstrating the ability to perform qualitative and quantitative analysis, summarize and relay results, and provide analytic support to inform operational, programmatic and policy changes. D. Experience and track record in project management, demonstrating the ability to complete projects that involve multiple stakeholders, on time and within budgeted resources and to achieve targeted results. This includes demonstrated ability to work with diverse partners, solve problems, coordinate work efforts and keep participants informed and engaged in the work. E. Experience and track record in communication support roles, which includes excellent written communication, ability to develop presentations, press releases, scripts, web and social media content and other information that can assist the County in communicating well with targeted audiences on health coverage issues. F. Ability to work independently with limited supervision to meet targeted outcomes in a timely manner, and within budgeted resources. 4

5 G. Cost V. ADMINISTRATIVE REQUIREMENTS A written Agreement using the County s standard format will be finalized between the County and the Contractor. The Agreement will also include the finalized payment schedule, and a total not to exceed amount. If the quotation is accepted by the County, the quoted fixed-price will become the Contract Price. VI. SCHEDULE (dates are subject to change) Issue RFQ to potential consultants: Tuesday, May 26, 2015 Quotes due from potential consultants: Tuesday, June 16, 2015, 12:00 pm Selection Process Completed: Tuesday, June 23, 2015 Applicants Notified of Decision: Thursday, June 25, 2015 Contract Negotiation and Development to begin Monday June 29, 2015 VII. SUBMISSION INSTRUCTIONS Please submit your quote and narrative response by Tuesday, June 16, 2015, 12:00 pm to: For Paper Submissions: James V. Miller, Management Analyst Family Health Services, San Mateo County Health System 2000 Alameda de las Pulgas, Suite 235 San Mateo, CA For Electronic Submissions: James V. Miller at Please contact James V. Miller at (650) if you have any questions. Thank you for your interest in working with the San Mateo County Health System. 5

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