Optical Billing and Website Maintenance Services (IFB S22942531)

The contract involves a three-year agreement, with an option to extend for an additional year, for the California Prison Industry Authority to engage a vendor to provide Medi-Cal optical billing services and maintain the optical website used for processing medical claims. The scope includes handling approximately 1.3 million claims annually, supporting system analysis, application development, ongoing maintenance, and user documentation, all aimed at ensuring efficient and compliant billing operations. The procurement process is conducted via an Invitation for Bid (IFB), emphasizing best value based on cost, past performance, and relevant experience, with bids due by October 22, 2025. The contract size is estimated between $500,000 and $1,500,000, and the awarded vendor must meet specific experience and responsibility criteria, including a minimum of four years in similar services. Key contractual provisions incorporate detailed legal and security requirements, including compliance with California Department of Corrections security protocols, ADA standards, and federal and state statutes such as civil rights laws, economic sanctions, and the Prison Rape Elimination Act. The contract emphasizes strict adherence to security procedures for personnel accessing correctional facilities, including background checks, attire, and employment restrictions related to incarcerated or formerly incarcerated individuals. It incorporates multiple CALPIA standard provisions, security guidelines, and bidder instructions by reference, establishing a comprehensive legal and operational framework. Payment terms specify monthly invoicing, detailed documentation, and timely submission, with invoices to be sent to designated CALPIA addresses, and payment contingent upon satisfactory performance and approval. The evaluation process for bids prioritizes a holistic assessment of cost, past performance, experience, and responsibility, with no explicit weighting but a focus on best value. Overall, the contract emphasizes compliance, security, transparency, and performance standards to ensure effective delivery of optical billing and website maintenance services within the correctional environment.