Affordable Care Act Enrollment Request for Applications (RFA)

1. Affordable Care Act Enrollment Request for Applications (RFA) Pre-Proposal Meeting May 21, 2018 3:00 p.m. Betty Dunkerley Campus 7201 Levander Loop Room E-16 Austin, TX 78702

2. Introductions AUSTIN PUBLIC HEALTH • Vella Karman, Social Services Policy Unit Manager • Laura Williamson, Social Services Policy Unit Program Coordinator • (512) 972-5206 • Laura.Williamson2@austintexas.gov ORGANIZATION INTRODUCTIONS • Sign-in sheet • Comment cards • Please hold all questions until the end of the presentation

3. Overview of Funding & Requirements • $100,000 total funding available for initial 12-month period • Up to four 12-month extension options not to exceed $100,000 each • Contingent on Council approval of funding during future budget processes • Anticipated agreement will be awarded to one Applicant • Community-based organizations including social services providers and government agencies are eligible to apply

4. Overview of Funding & Requirements Applicants: • May propose expanding existing services or implementing new services • May provide services as one agency or through a collaboration (one agency must be designated lead Applicant) • Should have at least 2 years successful experience providing proposed services and/or working with proposed target population • Expertise including, but not limited to: • Client enrollment in the Affordable Care Act (ACA) health insurance marketplace during Open and Special Enrollment periods • Assistance to clients with high medical needs • Navigation and management of complex cases including referrals • Follow up and case resolution • Cooperative relationships with consumer groups, referring entities, medical providers and providers of local patient financial assistance programs

5. City Goals for the Program • Assist clients with enrollment in the ACA health insurance marketplace during Open and Special enrollment periods • Provide case coordination and navigation for clients with complex medical and/or enrollment needs • Active cooperation and coordination with organizations providing medical services and local patient financial assistance programs.

6. Communication Process • Questions and Answers Process • All questions submitted via email and through public meetings will be answered in writing and posted to the solicitation page: http://www.austintexas.gov/article/affordable-care-act-enrollment-solicitation • Questions should be directed to Laura Williamson, Laura.Williamson2@austintexas.gov 512-972-5206 • Deadline to submit questions is 5:00pm on June 7, 2018 • Anti-lobbying ordinance • Request for Application (RFA) process: anti-lobbying ordinance does not apply

7. Required Documents All required forms available for download on the solicitation page: http://www.austintexas.gov/article/affordable-care-act-enrollment-solicitation Required forms • Section 0050 Request for Application (RFA) Offer Sheet • Section 0500 Application, Scope of Work, and Instructions • Section 0610 Application Threshold Checklist • Section 0645 Program Staff Positions and Time • Section 0650 Program Budget and Narrative • Section 0835 Nonresident Bidder Provisions • Required attachments • Current Board of Directors bylaws • Copy of the most recently filed 990 or 990 EZ (no older than FY 2016) • Most recent financial audit, covering the two most recent consecutive audit years • Approved Board of Directors Minutes that reflect documented processes to review program performance, approve budgets, review finance performance, and approve audit reports • Optional attachments • Approved and signed Healthy Service Environment policy/policies (reference Part VI of Section 0500-Application, Scope of Work, and Instructions)

8. Evaluation Criteria

9. Section 0500 – Application, Scope of Work, and Instructions Response Instructions: • Applicant must submit answers to all questions in a separate Word document • It is preferable to be repetitive rather than to leave sections incomplete • Write question # and N/A when an answer will not be provided • Comply with page limit of 20 total pages • Use size 12 Times New Roman font, double-spacing, and 1” margins • Print single sided • Clearly label each section: • Application Questions A, B, C, D (p. 3-4 of 13 in 0500) • Parts I, II, III, IV, V • Part VI if responding to optional section

10. Section 0500 – Application, Scope of Work, and Instructions PART I: PROGRAM STRATEGIES & TARGET POPULATION (50 possible points) Affordable Care Act Enrollment Services can include: • Client Eligibility Determination for ACA Enrollment: pre-screen clients to determine potential eligibility; address needs through navigation and referrals • ACA Enrollment and Plan Navigation: enroll clients into a marketplace plan of their choice and/or help clients pick a plan • Referrals to Other Enrollment Providers: process for referring clients to programs such as Medicaid, Children’s Health Insurance Program (CHIP), and Medical Assistance Program (MAP) • Accessible Services for All: open and accessible during Open and Special Enrollment periods; serves clients with high medical needs and/or disabling conditions • Education Services to Newly Insured in the Marketplace: supportive services, education, and navigation services • Program Communications: marketing process to inform clients who are eligible for ACA enrollment; accepts referrals from 2-1-1

11. Section 0500 – Application, Scope of Work, and Instructions PART I: PROGRAM STRATEGIES & POPULATION (50 possible points) cont. Population(s) Served: • The client eligibility requirements are outlined in Section 0620 – Client Eligibility Requirements • Applicant’s policies and practices will align with the following National Culturally and Linguistically Appropriate Services (CLAS) Standards • Educate and train governance, leadership, and workforce in culturally and linguistically appropriate policies and practices on an ongoing basis. • Offer language assistance to individuals who have limited English proficiency and/or other communication needs, at no cost to them, to facilitate timely access to all health care and services. • Inform all individuals of the availability of language assistance services clearly and in their preferred language, verbally and in writing. • Ensure the competence of individuals providing language assistance, recognizing that the use of untrained individuals and/or minors as interpreters should be avoided.

12. Section 0500 – Application, Scope of Work, and Instructions • PART II: DATA MANAGEMENT & PROGRAM EVALUATION (10 possible points) • Compliance with HIPAA • Past successes and challenges with data management • Data used for improving practices and program effectiveness • PART III: STAFFING PLAN (10 possible points) • Complete Section 0645 – Program Staff Positions & Time • Describe staffing plan and training process, and ability to enroll clients the first day of Open Enrollment • Provide position descriptions, qualifications, and/or certifications • PART IV: PROGRAM PERFORMANCE (10 possible points) • Required Outcome: Percentage of unduplicated individuals who are eligible for ACA Marketplace insurance and receive enrollment assistance from the program that are enrolled or likely to enroll in a Marketplace health insurance plan • Propose second outcome • Required Output (unduplicated clients served annually)

13. Section 0500 – Application, Scope of Work, and Instructions • PART V: COST EFFECTIVENESS (20 possible points) Budget • Complete Section 0650 • All expenses should be identifiable, reasonable, and necessary Cost Per Client • Please note that an agency may have multiple programs, and this section is requesting the cost per client only for the proposed program in this application Social Impact & Return on Investment • Social impact and return on investment refer to the proposed program’s positive impact on social, financial, environmental, and/or quality of life factors for clients and/or the community

14. Section 0500 – Application, Scope of Work, and Instructions • PART VI: BONUS EVALUATION POINTS (10 possible points) • Optional section • Points awarded for implementation of OR agreeing to implement the following healthy service environment practices • Tobacco-free campus (3 points) • Mother-friendly work place (3 points) • Employee wellness initiative (3 points) • Violence prevention policy (1 point) • The Chronic Disease & Injury Prevention unit of Austin Public Health will assist Applicants in planning and implementing these policies • For assistance, please call 512-972-5222

15. Section 0050 & Section 0835 Completion of Sections 0050 & 0835 is required as part of application • Section 0050 Request for Application (RFA) Offer Sheet • ACA1 available for download on the solicitation page: http://austintexas.gov/article/affordable-care-act-enrollment-solicitation • Signature by authorized representative needed in order for the City of Austin to accept the application • Section 0835 Nonresident Bidder Provisions • Document ACA9 available for download on the solicitation page: http://austintexas.gov/article/affordable-care-act-enrollment-solicitation • Form establishes area of residency for the agency applying for this solicitation

16. Section 0645 & Section 0650 • Completion of Sections 0645 & 0650 is required as part of application • Section 0645 Program Staff Positions and Time • Document ACA6 available for download on the solicitation page: http://austintexas.gov/article/affordable-care-act-enrollment-solicitation • Include list of position titles, not staff names • Section 0650 Program Budget and Narrative • Document ACA7 available for download on the solicitation page: http://austintexas.gov/article/affordable-care-act-enrollment-solicitation • Include full list of other funding sources in addition to City amount of funding requested in specified columns on pg. 4 • Provide narrative descriptions of expenses to be paid for by City funds only

17. Important Dates • Last day to submit questions to APH in writing: June 7, 2018, 5:00 p.m. • Applications DUE to APH: June 15, 2018, 11:00am • TENTATIVE: Austin City Council Approval on August 23, 2018 • TENTATIVE: Agreement Start Date: October 1, 2018

18. Submittal Requirements • ALL PROPOSALS SHALL BE SUBMITTED PRIOR TO 11:00 AM (CST), June 15, 2018 • Do not submit booklets, pamphlets, or other bulky items • Do not use covers, card stock, staples, binders, notebooks, or dividers with tabs • Submissions should be delivered in sealed envelopes with the proposal fastened with binder clips only • Envelope 1: Application Threshold Checklist & Associated Documents • Envelope 2: Application Documents • Reference Page 2 of Section 0500, Application, Scope of Work, and Instructions for full list of required sections and attachments for each envelope Deliver to: • Austin Public Health • Attn: Laura Williamson • 7201 Levander Loop, Building H • Austin, TX 78702

19. QUESTIONS? ? ?