RFP UTS/A105 Contingent Workforce Management Services

25 April 2024 Accounts Payable Recovery Audit RFP MD Anderson seeks to engage accounts payable audit services, as part of its Internal Audit department, to assist MD Anderson with independent, objective assurance services 25 April 2024 Released 4/10/2024 8:40 AM CDT Type Request for Proposal Open 4/10/2024 8:41 AM CDT Number AIS-BUS-01449-RFP Close 5/9/2024 4:00 PM CDT Currency US Dollar 25 April 2024 Contacts Lisa Lopez-Lewis LMLopez@mdanderson.org Phone +1 713-745-8316 25 April 2024 Commodity Codes Commodity Code Description 84111600 Audit services 80161700 Asset recovery service 84111500 Accounting services 84111603 Internal audits 25 April 202425 April 202425 April 202425 April 202425 April 202425 April 202425 April 202425 April 2024 mailto:LMLopez@mdanderson.org Scope of Work The primary function of an accounts payable recovery audit is to identify erroneous

overpayments and under- deductions made to our suppliers. Specifically, accounts payable recovery audits are used to ensure that all payments made to vendors and suppliers are accurate, valid, and in compliance with MD Anderson Cancer Center's policies and procedures. The University of Texas MD Anderson Cancer Center (MD Anderson) seeks to engage accounts payable audit services, as part of its Internal Audit department, to assist MD Anderson with independent, objective assurance services. Pre-submittal Conference A Pre-Submittal Conference will be held on Wednesday, April 17th, 2024 at 11am (CST). Attendance at this meeting is highly recommended, but not required. An RSVP is not required to attend. Conference Call Information Call Number:+1 346 248 7799 or +1 669 900 6833 Meeting ID: 896 7559 5637 Password: 458281 Link: https://mdacc.zoom.us/j/89675595637?pwd=dGZaeVhoK0dUMHFlWUJFU2VWREQwZz09 Description Required to View Event Prerequisites Required to Enter Bid There are no Prerequisites added to this event. 25 April 202425 April 202425 April 202425 April 202425 April 202425 April 202425 April 2024 Buyer Attachments There are no Buyer Attachments added to this event. 25 April 202425 April 202425 April 202425 April 202425 April 202425 April 2024 Questions Required Questions Group 1.1: About MD Anderson Instructions: 1.1.1 To read more "About MD Anderson" please visit the following link: https://www.mdanderson.org/about-md-anderson.html Group 1.2: Facts and History Instructions: 1.2.1 To read about MD Anderson's "Facts and History" please visit the following link: https://www.mdanderson.org/about-md-anderson/facts-history.html Group 1.3: Request for Proposal (RFP) Instructions: 1.3.1 MD Anderson is soliciting Proposals ("Proposals") for the selection of a Supplier(s) for the RFP in accordance with the terms, conditions, and requirements set forth. This RFP provides the information necessary to prepare and submit a Proposal for consideration and ranking by MD Anderson and under the Texas Education Code. 1.3.2 As you navigate the RFP, please ensure that you continue to SAVE all answers by clicking the "Save Progress" button as you navigate through the event. Group 2.1: Addendums Instructions: 2.1.1 This page contains all new information about the RFP after the published date. If there are any changes to the RFP, it will be documented in this section (Addendum). If you receive an e-mail, or an online notification, with the subject "The Sourcing Event is Amended", please visit this page/section for any changes to the event. 2.1.2 As part of this RFP, each Supplier is eligible for a complementary review of their Rider 104-HUB Subcontracting Plan prior to submission. Because a "compliant" HUB Plan is critical to MD Anderson's ability to accept your proposal, it's highly recommended that you take advantage of this opportunity. Should a NON-compliant HUB Plan be submitted, your RFP proposal will not be eligible for consideration. To further assist, MD Anderson encourages you to submit a DRAFT version of your Rider 104-HUB Plan VIA EMAIL to Barbara Howard at bhoward@mdanderson.org. Please title the email "DRAFT HUB DOCUMENT". Once submitted, please allow 4 business days for a response. Only ONE review per RFP solicitation is allowed as this courtesy review is contingent upon HUB staff availability. 2.1.3 Please acknowledge that you have read and reviewed the Accounts Payable Recovery Audit RFP Pre-Submittal Conference Presentation. 2.1.4 Please acknowledge that you have read and reviewed the Accounts Payable Recovery Audit RFP Pre-Submittal Meeting list of attendees. 2.1.5 Please acknowledge that you have read and reviewed the Historically Underutilized Business (HUB) Subcontracting Plan Tip Sheet. 2.1.6 Please acknowledge that you have read and reviewed the Accounts Payable Recovery Audit RFP list of Supplier Questions and Answers. Group 3.1: Scope of Work Instructions: 3.1.1 1) Please download and review the attached Scope of Work (SOW). 2) After reviewing the SOW, please acknowledge that it has been read. Group 4.1: Responding to RFP Questions Instructions: 4.1.1 All RFP questions must be answered thoroughly and individually. Please do not reference another response that has been addressed in a previous or subsequent question. To clarify, do not respond to any question with "See question No. ###." Do not attempt to upload a file that has been used previously unless the file is specifically applicable to the individual question. If multiple files will be uploaded as a response, please Zip the files into a single Zip folder. Failure to adhere by these rules may disqualify your response(s). Group 4.2: Disclosure of Interested Parties Mandated by House Bill 1295 Instructions: 25 April 202425 April 202425 April 202425 April 202425 April 2024 4.2.1 MD Anderson must comply with the Disclosure of Interested Parties mandated by House Bill 1295 and as implemented by the Texas Ethics Commission. Before MD Anderson may execute a contract exceeding $1M, the Supplier(s) with which MD Anderson is contracting must submit a completed Form 1295 before or concurrent with Supplier submission of the signed contract to MD Anderson. For more information, please use the following link: https://www.ethics.state.tx.us/filinginfo/1295/ Group 4.3: Disclosure of Interested Parties Mandated Senate Bill 475 Instructions: 4.3.1 Please read and review the attached Disclosure of Interested Parties Mandated Senate Bill 475. Upon completion please acknowledge. Group 4.4: Public Information Act (PIA) Instructions: 4.4.1 All information, documentation, and other material submitted in response to this RFP solicitation is considered non-confidential and/or non-proprietary and is subject to public disclosure under the Texas Public Information Act (Texas Government Code, Chapter 552.001, et seq.) after the agreement is executed. MD Anderson strictly complies with all statutes, court decisions, and opinions of the Texas Attorney General with respect to disclosure of RFP information. Group 4.5: Best Value Instructions: 4.5.1 MD Anderson may select the Proposal(s) that offers the "Best Value" for the institution based on the published selection criteria, its evaluation ranking, and the terms of Texas Government Code 2155.074. MD Anderson may first attempt to negotiate a contract with the selected Supplier(s). MD Anderson may also discuss with the selected Supplier(s) options for a scope or time and price change modification. If MD Anderson and/or its governing Board(s) are unable to reach a contract with the selected Supplier(s) in a timely manner, MD Anderson may formally end negotiations with that Supplier(s) and proceed to the next "Best Value" Supplier(s) in order of the selection ranking until a contract is reached or all Proposals are rejected. Group 4.6: Historically Underutilized Business Submittal Requirements Instructions: 4.6.1 It is the policy of The University of Texas System, and each of it component institutions, to promote and encourage contracting and subcontracting opportunities for Historically Underutilized Businesses (HUB) in all contracts. Accordingly, MD Anderson has adopted the Rider 104-HUB Subcontracting Plan, Policy on Utilization of Historically Underutilized Businesses. This Policy applies to all contracts with an expected (cumulative) value of $100,000 or more. If MD Anderson determines that subcontracting opportunities are probable, then a HUB Subcontracting Plan is a required element of the Proposal. Failure to submit a required HUB Subcontracting Plan will result in rejection of the Proposal. Group 4.7: HUB Statement of Probability Instructions: 4.7.1 MD Anderson has determined that subcontracting opportunities are probable in connection with this procurement solicitation; therefore, a HUB Subcontracting Plan (HSP) is required as part of your Proposal. Each RFP Respondent shall develop and administer an HUB Subcontracting Plan as part of the Proposal in accordance with MD Anderson's Policy on Utilization of Historically Underutilized Businesses (HUB) and Rider 104-HUB Subcontracting Plan. Group 4.8: Type of Contract Instructions: 4.8.1 Any contract resulting from this solicitation will be governed by MD Anderson's Standard Terms and Conditions referenced in the Summary Agreement attached to this RFP. The work associated with this RFP will be awarded as a contract to the Supplier(s) offering the "Best Value" to MD Anderson. Group 4.9: Selection Criteria Instructions: 25 April 202425 April 202425 April 202425 April 202425 April 2024 4.9.1 The successful Supplier(s) selected by MD Anderson, in accordance with the requirements and specifications set forth in this RFP, will be the Supplier(s) which is most advantageous to MD Anderson. MD Anderson's committee members, comprised of key personnel as well as Supply Chain professionals, will evaluate and score approved Proposals. Group 4.10: MD Anderson's Reservation of Rights Instructions: 4.10.1 MD Anderson may evaluate the Proposals based on the anticipated completion of all or any portion of the RFP. MD Anderson reserves the right to divide the RFP into multiple parts, to reject any and all Proposals and re-solicit for new Proposals, or to reject any and all Proposals and temporarily or permanently abandon the RFP. MD Anderson makes no representations, written or oral, that will enter into any form of agreement with Supplier(s) for this RFP. No such representation is intended or should be construed by the issuance of this RFP. Group 4.11: Obligation Instructions: 4.11.1 Neither the transmission of this RFP to a prospective Supplier(s), nor the acceptance of a reply, implies any obligation or commitment by MD Anderson to enter into any contract or undertake any financial obligations with respect to this RFP. After evaluation of all Proposals, MD Anderson intends to conduct negotiations with the Supplier(s) considered best qualified and "Best Valued" to meet its requirements. MD Anderson reserves the right to reject any or all proposals whenever such actions are in its best interest. Group 4.12: No Reimbursement for Costs Instructions: 4.12.1 Supplier(s) acknowledges and accepts that any cost incurred from the Supplier(s) participation in this RFP process shall be at the sole risk and responsibility of the Supplier(s). Supplier(s) submit Proposals at their own risk and expense. Group 4.13: Clarification and Interpretation Instructions: 4.13.1 Any clarifications or interpretations of this RFP that materially affect or change its requirements will be issued by MD Anderson as an Addendum. It is the responsibility of all Supplier(s) to obtain this information in a timely manner. All such Addenda will be due prior to the RFP Close Date. Addenda may be issued by the RFP Point-of-Contact via the SciQuest Sourcing Director Q&A Board or in the Addendum section of this RFP. All communication specific to this RFP shall be exchanged within the SciQuest tool. Group 4.14: Certain Proposals and Contracts Prohibited Instructions: 4.14.1 Under Section 2155.004, Texas Government Code, a state agency may not accept a Proposal or award a contract that includes proposed financial participation by a person with received compensation from the agency to participate in preparing the specifications or request for Proposal on which the Proposal or contract is based. All Supplier(s) must certify their eligibility by acknowledging the following statement: "Under Section 2155.004, Government Code, Supplier(s) certifies that the individual or business entity named in this RFP or contract is not ineligible to receive the specified contract and acknowledges that this contract may be terminated and payment withheld if this certification is inaccurate. Group 4.15: Certain Proposals and Contracts Prohibited (cont...) Instructions: 4.15.1 If a state agency determines that an individual or business entity holding a state contract was ineligible to have the contract, yet accepted the award as described above, the state agency may immediately terminate the contract without further obligation to the Supplier(s). This does not create a cause of action to contest a Proposal or award of a state contract. Group 4.16: Acceptance or Rejection of Proposal Instructions: 25 April 202425 April 202425 April 202425 April 202425 April 2024 4.16.1 This RFP is not an offer to contract. Acceptance of a Proposal neither commits MD Anderson to award a contract to any RFP Respondent, nor limits MD Anderson's rights to negotiate terms in its best interest. MD Anderson reserves the right to accept or reject any or all Proposals in part or whole. MD Anderson reserves the right to request clarification on responses, omissions, or claims made in the RFP. MD Anderson further reserves the right to request modification to a Supplier(s) Proposal in order to provide the optimum solution for strategic team planning. Respondents submitting a Proposal do so with the understanding that MD Anderson reserves the right to select one or more "Supplier(s) of choice" based solely on their RFP response or to evaluate one or more Supplier(s) via additional interviews, site visits, reference checks, and other evaluations. MD Anderson will notify Suppliers of the results when final decisions have been made. Group 4.17: Electronic Information and Technology (EIT) Instructions: 4.17.1 Any acquisition considered EIT as defined by Section 508 (36 CFR Part 1194) requires the submission of a completed Voluntary Accessible Product Template so that can MD Anderson can ascertain conformance with the applicable EIT standards developed by the U.S. Access Board. MD Anderson reserves the right to perform real-world testing of a Supplier's product or service in order to validate claim regarding Section 508 conformance. In order to facilitate this testing, Supplier(s) shall, upon request, provide MD Anderson a copy of the product being considered for purchase for a period of at least 30 calendar days. The version of the product being provided for testing purposes must be equivalent in functionality and features to the commercial version that is under consideration for purchase. MD Anderson, at its sole discretion, will determine the level of conformance with Section 508 on all products being reviewed. Group 4.18: Submission of Proposals Instructions: 4.18.1 MD Anderson is to receive all Supplier(s) Proposals by the RFP close date communicated within the SciQuest Sourcing Director tool. Proposals not received within the specified time frame, and prior to the RFP close date and time, will not be accepted. Supplier(s) are urged not to wait until the last minute to submit their final Proposal. Proposals and final HUB Plans submitted via telephone, fax, or electronic mail (email) will be rejected. Only those submitted via this tool will be accepted. Respondents must provide a response to all "REQUIRED" questions or the system will not accept the submission. Group 4.19: Group Purchasing Instructions: 4.19.1 MD Anderson is an institution of System which consists of nine academic and six health institutions. Texas law authorizes institutions of higher education (defined by Section 61.003, Education Code) to use the group purchasing procurement method (ref. Sections 51.9335, 73.115 and 74.008, Education Code). With this, if an Agreement results from this competitive procurement method, the RFP Respondent acknowledges that additional Texas institutions of higher education may procure from the RFP Respondent and/or Contractor the goods and services set forth in this RFP/Agreement on the same terms and conditions attached herein by entering into a separate contract with RFP Respondent/Contractor, or by concluding an appropriate addendum to the Agreement. Group 4.20: Group Purchasing (cont...) Instructions: 4.20.1 It is understood that: (I) Unless specifically stated otherwise, any volume of goods or services stated in the final Agreement reflects only goods and/or services to be purchased by MD Anderson and does not include potential purchases by other System institutions, and (II) Each System institution is a financially separate entity and will be solely responsible for its own commitments to Contractor. Group 4.21: Point-of-Contact 25 April 202425 April 202425 April 202425 April 202425 April 2024 Instructions: 4.21.1 MD Anderson designates the following person as its representative and Point-of-Contact for this RFP. Respondents shall restrict all contact with MD Anderson personnel, specific to this RFP, and direct all questions regarding this RFP, including questions regarding terms and conditions, to the Point-of-Contact: Lisa Lopez. - Associate Director (Business Operations), Sourcing and Contract Management Address: MD Anderson Cancer Center 7007 Bertner Ave Houston Texas 77030-3907 Note: All communication exchanges should be performed via MD Anderson Sourcing Director tool within the Q&A area. Group 5.1: Pre-Submittal Conference Instructions: 5.1.1 A Pre-Submittal Conference will be held at the following time, date and location below. Attendance at the pre-submittal conference is OPTIONAL and does not require an RSVP. Wednesday, April 17th, 2024 at 11am (CST) Conference Call Information: +1 346 248 7799 or +1 669 900 6833 Meeting ID: 896 7559 5637 Password: 458281 Link: https://mdacc.zoom.us/j/89675595637?pwd=dGZaeVhoK0dUMHFlWUJFU2VWREQw Zz09 Group 5.2: Critical Dates Instructions: 5.2.1 RFP Published Date: Wednesday, April 10, 2024 Pre-submittal Conference date: Wednesday, April 17, 2024 Supplier Questions Submission End date: Friday, April 19, 2024 at 4pm Supplier Questions & Answer Published date: Thursday, April 25, 2024 by end of business RFP Close Date: Thursday, May 9, 2024 at 4pm Short-List Presentations and/or Demonstrations Dates: June 12-14 Group 6.1: Riders & Agreements Instructions: 6.1.1 Please read and review the attached Summary Agreement. Upon completion, please acknowledge. 6.1.2 Should your organization take any exceptions to the Summary Agreement, please provide them in the attached Word document in a red-lined format. Upon red-line completion, upload the document back into the tool in an EDITABLE Word format. Should your organization NOT have any exceptions, please upload a CLEAN file confirming no exceptions were taken. 6.1.3 Please read and review the attached Rider 116-Invoice Payment Requirements. Upon completion, please acknowledge. 25 April 202425 April 202425 April 202425 April 202425 April 2024 6.1.4 Should your organization take any exceptions to the Rider 116-Invoice Payment Requirements, please provide them in the attached Word document in a red-lined format. Upon red-line completion, upload the document back into the tool in an EDITABLE Word format. Should your organization NOT have any exceptions, upload a CLEAN file confirming no exceptions were taken. Group 6.2: Additional Riders Instructions: 6.2.1 I acknowledge that MD Anderson reserves the right to add or remove Riders and/or terms and condition once an award has been made to align with the final, agreed upon, contractual Scope of Work. Group 7.1: Supplier Rider Attestation Instructions: 7.1.1 Please acknowledge that you have read and understood the calculations associated with the Supplier Rider Attestation Form included in the attached example. 7.1.2 Please download, complete, and sign the Supplier Rider Attestation Form following the instructions provided. Upon completion, upload the executed form as your response. 7.1.3 Please acknowledge that you have properly completed the Supplier Rider Attestation Form. This includes: -Noting your acceptance/rejection to each applicable Rider. -Specifying the Section(s) rejected (if applicable). -Executing the document, including signature. -Ensure that the form DOES NOT reference any previously negotiated terms, conditions, or agreement. Failure to complete and return this form may result in the prospective Supplier's response being disqualified. 7.1.4 Proposed exceptions to MDACC Contract Riders must be noted in the applicable section of the Riders & Agreements portion of the RFP via redlines, and acceptance (or rejection) to those Riders must be documented on the Attestation form accordingly. Any inconsistencies between the proposed exceptions and the information submitted on the Attestation form WILL result in a rejection of the Attestation, and the Attestation WILL be scored as zero points. The RFP Attestation form MUST be signed by an Authorized Representation of the Prospective Supplier. Failure to submit a signed Attestation WILL result in rejection of the Attestation and the Attestation WILL be scored as zero points. Group 8.1: Rider 104 HUB Subcontracting Plan Instructions: 8.1.1 Please download the attached Rider 104-Historically Underutilized Business (HUB) Plan and follow the instructions within the document for completion. Upon MD Anderson's draft review and your formal completion, please upload the final and executed document. 8.1.2 Please acknowledge that you have read/reviewed the HUB tip sheet for information regarding successful HUB plan submissions. Group 9.1: Contact Information Instructions: 9.1.1 Please provide the contact information, including name, email, phone number and mailing address, of the person that is able to respond to and/or accept any RFP related communication should the occasion arise. Group 9.2: Experience of Supplier Instructions: 9.2.1 Describe how your organization's experience in accounts payable recovery audits aligns with the Scope of Work (SOW) associated with this Request for Proposal (RFP). 25 April 202425 April 202425 April 202425 April 202425 April 2024 9.2.2 Please provide 3 examples of where your organization is currently providing accounts payable recovery audit services to a healthcare, academics, research or government entity, in what capacity are the services being used, and how does it align with the MD Anderson Scope of Work (SOW). 9.2.3 To fulfill the needs of this SOW, inclusive of the volume provided, does your organization currently have the staff necessary to provide services to MD Anderson? Group 9.3: Experience of Service Team Instructions: 9.3.1 Should your organization be awarded the business, please provide the proposed project teams' resumes/vitae, inclusive of any unique skills they bring to this engagement, including details of any previous accounts payable auditing experience in a healthcare or academic medical center. 9.3.2 If awarded the business, how would your organization ensure that your that the team members assigned to the MDACC account continually meet any/all continuing education requirements as required by Institute of Internal Auditors’ Standards and Yellow Book Standards? Group 9.4: Methodology and Approach Instructions: 9.4.1 Describe your organization's accounts payable audit methodology, including data analytics and software tools utilized (to create, transmit, access (including view-only), and store client data/information) as it relates to this SOW. 9.4.2 Describe, in detail, your organizations methods to ensure protection of sensitive/protected data. 9.4.3 Does your team require an onsite presence? 9.4.4 How does your organization measure success when performing accounts payable recovery audit services? 9.4.5 Describe your organization's approach to knowledge-sharing of best practices related to accounts payable. 9.4.6 How will your organization ensure that all work performed will comply with Institute of Internal Auditors’ (IIA) Standards and Government Auditing Standards? 9.4.7 Please describe how your organization manages challenges/obstacles to accomplishing the objectives of a project. Group 9.5: Reporting Instructions: 9.5.1 Please provide examples that represent your organizations reporting capabilities. Group 10.1: Rider 102 - Fee Schedule Instructions: 10.1.1 Please download the attached Rider 102- Fee Schedule and follow the instructions within the document for completion. Upon completion, please upload the final document. Group 11.1: Value Add Instructions: 11.1.1 Please use this section to upload any “Value-Added” material(s) related to your organization. To upload multiple files, please zip your files into one single .zip file. 25 April 202425 April 202425 April 202425 April 202425 April 2024 Product Line Items Product Line Items There are no Items added to this event. 25 April 202425 April 202425 April 202425 April 2024 Service Line Items Service Line Items There are no Items added to this event. 25 April 202425 April 202425 April 2024