1. ABOUT L.A. CARE
L.A. Care’s mission is to provide access to quality health care for Los Angeles County's vulnerable and low income communities and residents, and to support the safety net required to achieve that purpose.
As the nation's largest publicly operated health plan, L.A. Care is dedicated to helping Los Angeles County residents obtain health care for their families from doctors and other health care providers who understand and respect them. L.A. Care Health Plan is governed by 13 board members representing medical and health care professionals, as well as Medi-Cal consumers. L.A. Care is accountable to community stakeholders, not stockholders.
L.A. Care advances individual and community health through a variety of targeted activities including a Community Health Investment Fund that has awarded more than $180 million throughout the years to support the safety net and expand health coverage. The patient- centered health plan has a robust system of consumer advisory groups, including the Regional Community Advisory Committees and the Executive Community Advisory Committee, health promoters, six Family Resource Centers that offer free health education and exercise classes to the community, and has made significant investments in Health Information Technology for the benefit of the more than 10,000 doctors and other health care professionals who serve L.A. Care members.
L.A. Care has approximately 2,500 employees, and projects $9.0 Billion in Revenues for the 2023-24 Fiscal year.
Programs
Medi-Cal – In addition to offering a direct Medi-Cal line of business, L.A. Care works with three subcontracted health plans to provide coverage to Medi-Cal members. These partners are Anthem Blue Cross, Blue Shield of California Health Plan, and Kaiser Permanente. Since 2012, L.A. Care has enrolled more than 170,000 Seniors and Persons with Disabilities as members. Medi-Cal beneficiaries represent a vast majority of L.A. Care members.
L.A. Care Covered™ – As a state selected Qualified Health Plan, L.A. Care provides the opportunity for all members of a family to receive health coverage under one heath plan in the Covered California state exchange.
L.A. Care Cal MediConnect Plan– L.A. Care Cal MediConnect Plan provides coordinated care for Los Angeles County seniors and people with disabilities who are eligible for Medicare and Medi-Cal.
PASC-SEIU Homecare Workers Health Care Plan – L.A. Care provides health coverage to Los Angeles County’s In-Home Supportive Services (IHSS) workers, who enable our most vulnerable community members to remain safely in their homes by providing services such as meal preparation and personal care services.
2. PURPOSE
L.A. Care is issuing this Request for Proposals (“RFP”) to solicit proposals for providing Ariba Integration Services, which includes project management, implementation and other services to deploy the following SAP Ariba modules:
2.1 Ariba Buying & Invoicing.
2.2 Ariba Contracts.
2.3 Ariba Sourcing.
2.4 Ariba Supplier Lifecycle & Performance (SLP).
2.5 Ariba Supplier Risk.
2.6 The services include, but are not limited to, integrating the modules with other applications, testing the configured modules to ensure adherence to requirements, training L.A. Care’s users and vendors, and providing change management support.
2.7 L.A. Care’s current eProcurement system is JAGGAER, which includes such modules as JAGGAER Supplier Management, JAGGAER eProcurement, JAGGAER eInvoicing, and JAGGAER Contracts +. L.A. Care is transitioning from Microsoft Dynamics to SAP S/4HANA, which is the ERP the SAP Ariba modules need to integrate with. In addition to the ERP integration, there will also be integrations with L.A. Care’s Human Resources application (SAP SuccessFactors) and electronic signature application (DocuSign).
2.8 The SAP Ariba modules need to be implemented concurrently to meet an estimated go-live date mid-late 2024.
Interested Bidders may submit a proposal (“Proposal”) containing the information requested in this RFP. L.A. Care will select one Bidder to be contracted at L.A. Care's discretion to perform the required services. The Bidder will provide services as set forth in Appendix A (Master Services Agreement) and Exhibit A-1 (Statement of Work) pursuant to a contract to be entered into with L.A. Care. L.A. Care is under no obligation to order any work pursuant to this RFP.
At L.A. Care, our procurement practices encourage diversity while maintaining competition. All qualified Vendors are encouraged to participate and respond to this RFP.
3. PROPOSAL TIMELINE
The timetable for this RFP is as follows:
| Activity | Date |
|---|---|
|
RFP Release |
12/05/2023 |
|
Letter of Intent, Joint Defense Agreement, W-9 and Written Questions Due to L.A. Care |
12/12/2023 |
|
Q&A Document Released to Vendors |
Estimated 12/21/2023 |
|
RFP Proposals Due by 5:00 pm PDT (No Exceptions) |
01/16/2024 |
| Semi-finalist(s) Selected | Estimated 01/30/2024 |
| Semi-finalist Presentation(s)* | 2/06 through 2/09/2024 |
| Finalist Selected | TBD |
*NOTE: Please keep the following dates available on your calendar to provide potential virtual presentations, if selected as a semi-finalist: February 6 through 9, 2024.
4. SOLICITATION, TERMS AND CONDITIONS
The following terms and conditions apply to the submission of proposals.
4.1 Preliminary RFP Required Documents: Letter of Intent, Joint Defense Agreement ("JDA"), W-9 and Questions.
If you intend to submit a proposal in response to this RFP, the following documents are required according to the Timeline under section 3 above.
The Letter of Intent ("LOI"), signed "Appendix B," Joint Defense Agreement (JDA), and W-9 form are required prior to submission of an RFP response, along with questions using the "Appendix F," Q&A template provided if you have questions about the RFP which would assist in providing your proposal.
4.1.1 Preliminary RFP Required Documents Due Date: All of the following (LOI, W-9 Form, Appendix B (JDA), and Appendix F (Questions – if any) must be submitted to L.A. Care Health Plan no later than 5:00 pm PST on Monday, December 12, 2023.
4.1.2 On the above Preliminary RFP Required Documents Due date, please submit the signed LOI, signed JDA, W-9, and Appendix F (Questions) via e-mail to:
Attention: L.A. Care Procurement
Email: RFP@lacare.org
4.1.3 Description of Preliminary RFP Required Documents
Please read all instructions carefully. Failure to comply with any of the proposal submission and formatting instructions may result in L.A. Care rejecting the entire proposal.
Each document submitted must be kept as separate documents/files with your preliminary
response email. Do not combine forms/documents into one single pdf.
| Required Document | Description |
|---|---|
|
Letter of Intent |
The Letter of Intent (LOI) must contain the following:
|
|
W-9 Form |
Attach a copy of your company's current W-9 form, which must be signed within the last 12 months. |
|
Appendix B Joint Defense, Confidentiality and Reimbursement Agreement ("Joint Defense Agreement" or "JDA") |
All Bidders are required to provide an executed Joint Defense, Confidentiality and Reimbursement Agreement ("JDA"), provided in Appendix B, and submit a redacted copy of your proposal as outlined in Section 3.10 (Notice regarding the Public Records Act) below. Please keep all documents as separate, individual documents with your RFP response – do not combine the signed Appendix B, JDA and your redacted proposal pdf into one pdf. This is required to enable each Bidder to protect proprietary or company secret parts of its proposal from disclosure under the CPRA. Reference section 3.10 below for additional information regarding this form and the Public Records Act. Reminder: Please keep all documents as separate, individual documents with your RFP response – do not combine into one pdf, ZIP file, or through 3rd party secure website requiring separate log-in. |
|
Appendix F Questions and Answers |
Questions about this RFP:
Reminder: Please keep all documents as separate, individual documents with your RFP response – do not combine into one pdf, ZIP file, or through 3rd party secure website requiring separate log-in. |
4.2 Notice regarding the Public Records Act. By submitting a proposal, Bidder
agrees to all of the following:
4.2.1 Proposals submitted in response to this solicitation shall become the exclusive property of L.A. Care, and Bidder grants L.A. Care the right to make unlimited copies of its proposal and any additional documents or communications submitted by Bidder.
4.2.2 L.A. Care is a public agency, and as such, its records are subject to disclosure under the California Public Records Act (“CPRA”), Gov’t Code Section 6250 et seq. Proposals submitted in response to this solicitation are public records subject to disclosure to the public under the CPRA.
4.2.3 The CPRA grants L.A. Care the authority to withhold from the public all or part of a public record that is exempt from disclosure under the CPRA, and L.A. Care will exercise this authority in its sole and absolute discretion. L.A. Care shall not, in any way, be liable for any damages of any kind, whether under theory of contract, tort (including negligence), strict liability or otherwise, for the disclosure of a Bidder’s proposal, communications about a Bidder’s proposal, or any such related records or any parts thereof (“Bidder’s records”). Each Bidder’s sole remedy against L.A. Care is to seek injunctive relief prohibiting disclosure of Bidder’s records.
4.2.4 All Bidders are required to include a signed Joint Defense, Confidentiality and Reimbursement Agreement (“Joint Defense Agreement” or “JDA”). This is required to enable each Bidder to protect
what it believes to be proprietary or company secret parts of its proposal from disclosure under the CPRA.
4.2.5 Bidder shall execute and submit the Joint Defense, Confidentiality and Reimbursement Agreement (“Joint Defense Agreement” or “JDA”), which is attached as Appendix B to this RFP, along with the Bidder’s Letter of Intent (LOI), W-9, and any Questions (Appendix F).
4.2.6 Bidder shall, when submitting its proposal, submit a complete duplicate copy of its proposal as one electronic file in Adobe Acrobat PDF format, with those parts of its proposal which Bidder deems to be exempt from disclosure under
the CPRA redacted using black-out (“redacted copy”). Do not omit any pages from the redacted copy.
4.2.7 A Bidder may redact only those provisions of its proposal which are "Trade Secrets," or are otherwise exempt from disclosure under the CPRA. “Trade Secrets” mean those trade secrets protected from disclosure pursuant to California Evidence Code 1060 et seq. and defined in California Civil Code Section 3426.1.
4.2.8 Bidder shall submit with its redacted proposal a separate letter detailing its basis for each redaction.
4.2.9 A blanket statement of confidentiality or the marking of each page of the proposal as confidential shall not be deemed sufficient notice of a CPRA exemption, and a Bidder who indiscriminately and without justification identifies most or all of its proposal as exempt from disclosure, or submits a redacted copy but fails to execute and submit a Joint Defense Agreement, shall be deemed non-responsive.
4.2.10 After L.A. Care receives a Joint Defense Agreement executed by a Bidder along with that Bidder’s redacted copy, L.A. Care will review the redacted copy for responsiveness, and if the redacted copy is responsive, L.A. Care will execute the Joint Defense Agreement and return a copy to the Bidder.
4.2.11 Submittal of an executed Appendix B, JDA, is a firm requirement for participation in this RFP.
4.3 Conflicts of interest.
4.3.1 Conflicts of Interest. By submission of a proposal, Bidder warrants that no member of L.A. Care’s Board of Governors or any officer, official, director, employee or consultant of L.A. Care whose position enables such member, officer, official, director, employee or consultant to influence L.A. Care’s award or administration of an agreement in response to this solicitation or any competing agreement is currently or shall be employed in any capacity by the Bidder or shall have any direct or indirect financial interest in the selection of the successful Bidder.
4.3.2 Additional Conflicts of Interest Requirements. Bidder understands that L.A. Care is a public agency and, as such, L.A. Care and its Board of Governors, officers, directors and employees are subject to various rules, laws and regulations relating to conflict of interests, gifts, honoraria and travel or other payments. Based on the nature of the services contemplated by the Proposal, Bidder and any Bidder personnel assigned to provide the services contemplated by the Proposal may be subject to additional conflicts of interest requirements. If applicable, the Proposal will identify the conflict of interest terms that apply and will identify the specific Bidder personnel subject to such conflict of interest terms, including the following additional requirements:
4.3.2.1 Bidder and specified Bidder personnel shall comply with all applicable federal, state, and local laws and regulations pertaining to conflicts of interest laws, including without limitation L.A. Care’s Conflict of Interest Code, filing of Statement of Economic Interests (Form 700) (if applicable) and associated ethics training requirements (AB 1234), the California Political Reform Act (Government Code Section 81000 et seq.), Government Code Section 1090 et seq. and/or common law conflict of interest laws (collectively, the “Conflicts of Interest Laws”).
4.3.2.2 During the term of the agreement contemplated by this Proposal, Bidder shall not perform any work for L.A. Care or any another person, entity or business, which would: (i) result in an actual or potential conflict of interest under the Conflict of Interest Laws; (ii) require Bidder to abstain from any decision under the proposed agreement subject to the Proposal or prospective services of Bidder and its affiliate companies pursuant to the Conflict of Interest Laws and/or (iii) violate the Conflict of Interests Laws. Bidder warrants that it is not now aware of any facts, which violate any of these provisions and the Conflict of Interest Laws.
4.3.2.3 Bidder understands that, if the proposed agreement contemplated by this Proposal is made in violation of Government Code Section 1090 et seq., the entire proposed agreement shall be voidable and Bidder will not be entitled to any compensation for services performed pursuant to such agreement and Bidder will be required to reimburse L.A. Care any sums paid to Bidder. Bidder further understands that, in addition to the foregoing, Bidder may be subject to criminal prosecution for a violation of Government Code Section 1090.
4.3.2.4 Disclosure of Conflicts of Interest. If Bidder at any time becomes aware of any facts, which might reasonably be expected to either create a conflict of interest under the Conflict of Interest Laws or violate the provisions of these conflict of interest terms, Bidder shall immediately make full written disclosure of such acts to L.A. Care. Full written disclosure shall include, without limitation, identification of all persons, entities and businesses implicated and a complete description of all relevant circumstances. Bidder shall submit any disclosures required by these conflict of interest terms to RFP@lacare.org, with a copy to the attention of the General Counsel.
4.3.3 In addition to any other Conflict of Interest terms included herein, Bidder warrants that no officer, official, director, board member, employee, agent or consultant of any of the organizations or entities identified in Section 1 above, including HASC, SCLC, LACEDC, CMTC and any SOCAL medical providers, whose position with any such organization or entity enables such officer official, director, board member, employee, agent or consultant to influence the award or administration of an agreement in response to this solicitation or any competing agreement is currently or shall be employed in any capacity by the Bidder or shall have any direct or indirect financial interest in the selection of the successful Bidder. Furthermore, during the term of the agreement contemplated by this Proposal, Bidder shall not perform any work for any another person, entity or business which would: (i) result in an actual or potential conflict of interest under the Conflict of Interest Laws (as such term is defined above); (ii) require Bidder to abstain from any decision under the proposed agreement subject to the Proposal or prospective services of Bidder and its affiliate companies pursuant to the Conflict of Interest Laws; and/or (iii) violate the Conflict of Interests Laws. Bidder warrants that it is not now aware of any facts, which violate any of these provisions and the Conflict of Interest Laws. If Bidder at any time becomes aware of any facts, which might reasonably be expected to either create a conflict of interest under the Conflict of Interest Laws or violate the provisions of these conflict of interest terms, Bidder shall immediately make full written disclosure of such facts. Full written disclosure shall include, without limitation, identification of all persons, entities and businesses implicated and a complete description of all relevant circumstances. Bidder shall submit any disclosures required by these conflict of interest terms to RFP@lacare.org, with a copy to the attention of the General Counsel.
4.4 Validity of proposals. Proposals submitted in response to this solicitation must remain valid for a period of at least six (6) months (183) calendar days.
4.5 Contract terms and conditions. Any agreement awarded in response to this RFP shall be subject to the terms and conditions in Appendix A (Master Services Agreement). The Master Services Agreement included in this RFP is provided to assist the proposer in submitting a bid and is subject to material change prior to execution to ensure compliance with applicable laws, regulations, L.A. Care payor agreements and L.A. Care policies and procedures. Bidder shall be deemed to have agreed to the terms and conditions therein unless Bidder identifies an objection, and lists such objection in their proposal submission. Should L.A. Care agree to a change of the contractual language, it shall do so in writing prior to the execution of the agreement. If an agreement cannot be timely reached, L.A. Care may contract with another Bidder.
4.6 Compliance with HIPAA. Any agreement awarded in response to this RFP may require access to protected health information or individually identifiable information, as defined by the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”), Title XIII of the American Recovery and Reinvestment Act of 2009 and regulations and guidance promulgated thereunder (“ARRA”), also known as the Health Information Technology for Economic and Clinical Health Act (the “HITECH Act”), and other privacy statutes or regulations. The access, use and disclosure of such information shall be governed by the Business Associate Addendum.
4.7 Proposal preparation costs. Any costs incurred while developing responses to this RFP are the sole responsibility of the Bidder.
5. INSTRUCTIONS FOR SUBMISSION OF PROPOSALS
5.1 Submission of Proposals
Bidders shall submit proposals using the forms provided by L.A. Care and return an electronic copy** of each section per submission instructions to:
Attention: Procurement Department
Email: RFP@lacare.org
Subject: [BidderName] – L.A. Care & Blue Shield Promise Community Resource Center Partnership Evaluation
Due Date: Tuesday,January 16, 2024 5:00PM, PST
**NOTE: Please do not email your proposal in a 3rd party secured email requiring separate log-in or sign-in. Please email proposal documents in one or more email attachments (as may be required due to file sizes) directly to RFP@lacare.org. Each RFP document must be kept as separate documents/files with your RFP response. Do not combine forms/documents into one single pdf.
A complete version of the RFP is available as a PDF document under Resources.