720-5122 Addendum 01.pdf

COMMONWEALTH of VIRGINIA

NELSON SMITH

COMMISSIONER

DEPARTMENT OF

BEHAVIORAL HEALTH AND DEVELOPMENTAL SERVICES

Post Office Box 1797

Richmond, Virginia 23218-1797

Telephone (804) 786-3921

Fax (804) 371-6638 www.dbhds.virginia.gov

February 14, 2025

ADDENDUM # 01 - TO ALL OFFERORS

Solicitation:

RFP-86994

720-5122 Public Assistance Cost Allocation Plan (PCAP) Consultant

Dated February 3, 2025

Commodity:

91849 – Finance/Economics Consulting 91804 – Accounting/Auditing/Budget Consulting

For delivery to: DBHDS

Proposal Due: March 3, 2025 at 10:00 AM

Pre-Proposal Conference: February 13, 2025

NOTE TO OFFERORS: If you submitted a proposal prior to this addendum being issued, you must submit another proposal to respond to this addendum for your proposal to be considered.

The above solicitation is hereby changed to read:

1. Reference Page 7, Reporting and Delivery Instructions: Change to read in its entirety:

VI. REPORTING AND DELIVERY INSTRUCTIONS:

The contractor shall provide the following documentation to the DBHDS Contract Administrator for approval by the agency:

1. Kick-off meeting within ten (10) business days of the execution of the contract.

2. Bi-weekly meetings with the DBHDS to ensure the Contractor is fully informed of the scope of work and expectations for the transition of services.

3. Conduct an audit of our current processes and provide an audit report to confirm or challenge the accuracy of the current processes within thirty (30) business days of the kick-off meeting.

4. An audit report shall be provided to the DBHDS Contract Administrator for approval.

5. Provide a recommended improvement report to the DBHDS Contract Administrator within fifteen (15) days of the presentation of the audit report.

6. Provide the DBHDS Contract Administrator a procedure format outline within thirty (30) business days of the audit report.

7. Quarterly updates of the Claiming Narrative Template to include all Uniform Administrative

Requirements, Cost Principles, and Audit Requirements for Federal Awards.

2. Reference 720-5122 RFP ATTACHMENTS, Attachment A Offeror Data Profile: Bankruptcy Filing Status: replace “State whether Offeror has filed for bankruptcy protection in the past (5) five years or is currently in the process of filing or planning to file for bankruptcy protection or financial restructuring or refinancing.” with “State whether Offeror has filed for bankruptcy protection in the past (3) three years or is currently in the process of filing or planning to file for bankruptcy protection or financial restructuring or refinancing.”

# RFP Section

RFP Page Number

RFP Heading (if appropriate) and Text

Question/Answer

General General General

Question: Does DBHDS currently use a vendor to perform any of the scope of services in the RFP? If so, who is the vendor and what is the annual value of that contract?

Answer: We have a current contract with Berry, Dunn, McNeil & Parker LLC. The annual value of the contract is estimated to be around $90,000.00.

General General General

Question: Does DBHDS have a budget for this contract and if so what is the amount?

Answer: We are unable to provide a budget for this contract. We are requesting for offerors to provide an estimated cost/budget to exercise the requested services.

Question: Could the Department please provide a copy of the DBHDS CAP Procedure Manual?

Answer: See Documents in Virginia Business Opportunities of the RFP.

Question: What is the final deadline for vendor questions to be submitted?

Answer: The final deadline for vendors to submit questions is February 25, 2025.

III. III.

Statement of Needs Question: This section states "The selected contractor will perform an annual review/quarterly review", but also states "Perform annual review and provide a report of findings to DBHDS". Is the Department looking for the vendor to perform quarterly or annual reviews?

Answer: We are looking for a vendor to provide annual reviews of our PCAP for improvements and the Quarterly reports would be the updating of the claiming template as the narrative changes.

III. III.

Statement of Needs Question: This section states "provide guidance on implementing random moment time studies for applicable Medicaid reimbursable positions" - Does DBHDS currently have a random moment time study in place?

Answer: No we do not.

III.B.4 III.B.4

Statement of Needs Question: Is the Department looking for the vendor to update the PCAP narrative or will the Department be updating the narrative based on recommendations from the vendor?

Answer: DBHDS updates the PCAP narrative quarterly or as needed and the vendor will be assisting updating our claiming template when the narrative changes.

III.B.5 III.B.5

Statement of Needs Question: Is the Department currently using Excel or a software platform as its Cost Allocation Template? If the Department is using a software platform, what is the name of the platform?

Answer: DBHDS is currently using Excel. But the vendor may suggest a software platform in their proposal.

III.B.5 III.B.5

Statement of Needs Question: This requirement states "Work with DBHDS to develop a new template, if necessary" Should vendors include hours in their cost for development of a new template?

Answer: DBHDS updates the PCAP narrative quarterly or as needed and the vendor will be assisting updating our claiming template when the narrative changes.

IV.A.1 IV.A.1

Proposal Preparation and Submission Instructions

Question: Should vendors submit the technical and cost proposals together in one document or should a separate cost proposal also be submitted?

Answer: No. There is no need at the time for creation of a new template. However, upon the annual review of findings this may need to be implemented.

IV.B.4 IV.B.4

Proposal Preparation and Submission Instructions

Question: This section states "A list of all clients lost within the last three (3) years" however Attachment A, Offeror Data Profile states "Describe all contracts, accounts, projects, and/or engagements that were lost or canceled in the past five (5) years and the reason for the loss." Could the Department please clarify if the timeframe is 3 years or 5 years?

Answer: 3 years. The attachment has been updated to reflect so.

IV.B.5 IV.B.5

Proposal Preparation and Submission Instructions

Question: Can the Department expand on what types of problems or complaints are expected?

Answer: DMAS may challenge some narrative updates or costs included in the claiming template.

IV.A.6 IV.A.6

Proposal Preparation and Submission Instructions

Question: Can the Department please describe the intended content of the requested procedure format outline?

Answer: The vendor will/can suggest improvements/updates they see beneficial to the document already utilized.

VI.A.7 VI.A.7

Reporting and Delivery Question: Is the vendor completing the quarterly updates, or solely providing recommendations for updates to the Department after which the Department will complete the actual updates?

Answer: The vendor will solely complete quarterly claiming template updates and then on an annual basis identify areas of improvement to maximize reimbursements.

Note: A signed acknowledgment of this addendum must be received at the location indicated on the RFP either prior to the proposal due date and hour or attached to your proposal. Signature on this addendum does not substitute for your signature on the original proposal document. The original proposal document must be signed.

Name of Firm:

Signature/Title:

Date:

Very truly yours, Re’Kaiya McBride Procurement Officer Rekaiya.Mcbride@dbhds.virginia.gov