ARFP RHT27-01 Addendum #1 And Q&A.pdf

SOLICITATION NUMBER: ARFP RHT2700000001

Addendum Number: 1 The purpose of this addendum is to modify the solicitation identified as ARFP RHT2700000001 to reflect the change(s) identified and described below.

Applicable Addendum Category:

[X] Modify bid opening date and time

[ ] Modify specifications of product or service being sought

[X] Attachment of vendor questions and responses

[ ] Attachment of pre-bid sign-in sheet

[ ] Correction of error

[ ] Other

Description of Modification to Solicitation: To provide answers to questions submitted by vendors during the solicitation process and to change the bid opening from 09/03/2026 at 10:30 AM EDT to 09/09/2026 at 10:30

AM EDT.

Additional Documentation: Documentation related to this Addendum (if any) has been included herewith as

Addendum #1 and is specifically incorporated herein by reference.

Terms and Conditions:

1. All provisions of the Solicitation and other addenda not modified herein shall remain in full force and effect.

2. Vendor should acknowledge receipt of all addenda issued for this Solicitation by completing an

Addendum Acknowledgement, a copy of which is included herewith. Failure to acknowledge addenda may result in bid disqualification. The addendum acknowledgement should be submitted with the bid to expedite document processing.

ADDENDUM ACKNOWLEDGEMENT FORM

SOLICITATION NO.: ARFP RHT2700000001

Instructions: Please acknowledge receipt of all addenda issued with this solicitation by completing this addendum acknowledgment form. Check the box next to each addendum received and sign below.

Failure to acknowledge addenda may result in bid disqualification.

Acknowledgement: I hereby acknowledge receipt of the following addenda and have made the necessary revisions to my proposal, plans and/or specification, etc.

Addendum Numbers Received:

(Check the box next to each addendum received)

[ ] Addendum No. 1 [ ] Addendum No. 6

[ ] Addendum No. 2 [ ] Addendum No. 7

[ ] Addendum No. 3 [ ] Addendum No. 8

[ ] Addendum No. 4 [ ] Addendum No. 9

[ ] Addendum No. 5 [ ] Addendum No. 10

I understand that failure to confirm the receipt of addenda may be cause for rejection of this bid. I further understand that any verbal representation made or assumed to be made during any oral discussion held between Vendor’s representatives and any state personnel is not binding. Only the information issued in writing and added to the specifications by an official addendum is binding.

Company

Authorized Signature

Date

NOTE: This addendum acknowledgement should be submitted with the bid to expedite document processing.

ARFP RHT27*01 RHTP Consulting Services Addendum #1 Q&A

Question: Response:

1. Submission method. Item 3 ("Bid Submission") of the Instructions to

Vendors states that bids may be submitted "electronically through wvOASIS or signed and delivered by the Vendor to the Agency." However, the "Bid Opening" section of the same document states that "online bid responses and email bids are prohibited" and specifies physical delivery

(one original plus five convenience copies each of the technical and cost proposals, sealed separately). Please confirm which controls for this solicitation: is electronic submission through wvOASIS available, or is physical/sealed delivery required?

No, electronic submissions through wvOASIS are not available.

Physical/Sealed bid delivery is required for this solicitation.

2. Non-resident Small/Women-Owned Business preference. Section 11 of the Instructions to Vendors states that a non-resident vendor certified as a small, women-owned, or minority-owned business under W. Va. CSR §

148-22-9 "shall be provided the same preference made available to any resident vendor." ESI holds active WV Purchasing Division SWaM certification (Small Business and Women-Owned Business). Given that this is a best-value procurement using the point-based cost evaluation formula in Section 6.7 (rather than a low-bid comparison), could you clarify how this preference is applied — specifically, whether and how it factors into the Total Cost Score calculation?

Any applicable vendor preference will be applied in accordance with West Virginia law, applicable rules, and State purchasing requirements.

3. Point of contact. The wvOASIS solicitation cover sheet (Form ID WV-PRC-

ARFP-002) lists Bryan D. Rosen as the buyer of record for this solicitation, while the Instructions to Vendors lists catherine.e.stephenson@wv.gov as the OSA Purchasing contact for questions and bid delivery. Could you confirm the correct point of contact for vendor questions and for delivery of the bid?

Catherine Stephenson is the correct point of contact for vendor questions and bid delivery.

4. Period represented by the Attachment A estimated hours. Attachment A:

Cost Sheet states estimated hours for each labor category, and Section

6.7 provides that Total Evaluated Cost is calculated by multiplying each proposed hourly rate by those estimated hours. The Cost Sheet does not state the period those estimated hours represent. Given that Section 1.2 establishes an initial term of one (1) year with four (4) successive one-year renewal options, please confirm whether the estimated hours shown in

Attachment A represent (a) the initial one-year term, (b) the full five-year potential term including all renewal options, or (c) another period. ESI

One year.

mailto:catherine.e.stephenson@wv.gov understands from Section 1.3 that quantities are approximations only and that no minimum purchase, minimum staffing level, or guaranteed revenue applies; this question concerns only the period over which the stated estimates were calculated, as that basis affects the development of all-inclusive rates under Attachment A.

5. Scope of the fifty-page limit. Section 5.1 provides that proposals may not exceed fifty (50) total pages. Section 5.3.5 lists Required Forms and

Disclosures — including the Certification and Signature Page, Designated

Contact, Addendum Acknowledgement Form, Purchasing Affidavit, Disclosure of Interested Parties, the organizational conflict of interest disclosure under Section 4.2.2.9, and evidence of insurability — among the technical proposal contents. Please confirm whether (a) required State forms, certifications, and evidence of insurability count toward the fifty-page limit or are excluded from it; (b) the title page and table of contents required by Sections 5.3.2 and 5.3.3 count toward the limit; and (c) the fifty-page limit applies to the technical proposal alone or to the technical and cost proposals combined.

The 50-page limit is for the narrative and cost proposals combined. It does not include items one or two in that limit.

6. Under section 7. REQUIRED DOCUMENTS: What type of current, relevant clinical license or credential is required for this bid?

It could range from an RN, NP, PA, MD or DO. Historically, an RN has been sufficient.

7. Are subcontractors allowed to be used in a prime’s bid response? Yes.

8. Can the experience of a subcontractor county for qualifications of the prime?

Yes.

9. Can a subcontractor be named as the Engagement Lead? No.

10. Would the State entertain a 2-week extension considering the tight timeline for the question and answer period, the quick turnaround on acknowledging any ensuing amendments, and all of that compounded with the fact that this is a hard copy submission?

No, the State will not entertain a 2-week extension. The State has extended the opening date five (5) business days.

11. If an extension is not granted, would the State consider accepting electronic proposals via email?

No, the State will not consider accepting electronic proposals via email.

12. Are electronic signatures allowed as long as they are printed and submitted with hard copy proposals? Or is there a requirement for wet, ink signatures? We understand that any notarized signatures required will be completed in ink and stamped accordingly, this question applies to all other signatures required.

Yes, electronic signatures are acceptable.

13. Can the State clarify what sections apply to the 50-page limit of the proposal? Does this include cover page, table of contents, resumes, required forms, etc. or is the 50-page limit restricted to just the responses to sections 4.2.1, 4.2.2, 4.2.3, and 4.2.4?

The 50-page limit includes the technical narrative and cost proposal.

14. Can the State clarify the overall expectations for on-site work? Other than the Engagement Lead's required on-site presence defined in Section

4.2.2.2, does the State anticipate any minimum on-site staffing expectations, travel frequency assumptions, or in-person participation requirements for other labor categories that should be reflected in proposed rates?

The RFP states that contractors will be expected to be on-site three (3) to fourteen (14) days a month. That will be determined by the needs of the State.

15. For planning and pricing purposes, can the State provide the anticipated annual range of expenditures, estimated number of Delivery Orders, or estimated level of utilization expected during the initial contract term?

No, the State cannot provide those details.

16. Can the State provide additional information regarding the current maturity of the Connected Care Grid and Data Spine initiatives, including existing contracts, implementation status, governance structure, key vendors, and major milestones expected during the contract term?

No, the State cannot share that information at this time.

17. Please confirm whether the State intends to make a single contract award or reserves the right to make multiple awards under this solicitation.

This solicitation is for a single contract award.

18. The RFP introduction states that this RFP is to "continue consulting services"; can the State identify who the current incumbent for these services is?

Yes, the current incumbent vendor is KPMG.

19. RFP page 5 states that “Online bid responses and email bids are prohibited.” Whereas page 7 para 3 of same document states that “All bids must be submitted electronically through wvOASIS portal.”

Please clarify the authorized proposal submission method for this solicitation and whether hard-copy submissions, wvOASIS submissions, or both are acceptable.

The authorized proposal submission method for this solicitation is via hard copy form.

20. If Bid submission is via wvOASIS, do we still need to submit 1 original +5 convenience copies of proposal volumes?

Bid submissions via wvOASIS are prohibited.

21. The Technical Bid volume is asked to be restricted within 50-paged limit.

Please exclude Forms, Resumes, Certifications, Affidavits, and other attachments from this page count?

The page count refers to the technical narrative and cost proposal.

22. Can we respectfully request the Government to extend the bid submission due date by a week?

The State has extended the due date by five (5) business days.

23. Would the State consider extending the deadline to allow for at least five business days between posting of answers to questions and the proposal submission date?

Yes, the State has extended the due date by five (5) business days.

24. Is there a current incumbent providing services similar to those contemplated under this solicitation? If so, please identify the incumbent and describe any existing work products, systems, processes, or

Yes, the current incumbent vendor is KPMG and they provide administrative assistance.

responsibilities that the awarded vendor would be expected to transition or continue.

25. RFP “Bid Opening” section states that “responses to this Solicitation will be opened at the location identified” and RFP §3. Bid Submission states that “All bids must be submitted electronically through wvOASIS or signed and delivered by the Vendor to the Agency.” Please confirm if electronic submission through wvOASIS is permitted under this Solicitation.

Electronic submission through wvOASIS is not permitted under this solicitation.

26. Will you conduct in-person oral evaluation of any finalists? No, the State will not conduct in-person oral evaluations.

27. What is the budget that has been approved or allocated for this effort? The State will not release budget information at this time.

28. RFP §5.3.5. bullet 7 lists seven (7) forms that must be completed and submitted with the Technical Proposal. Do these required forms count against the 50 page maximum for the Technical Proposal?

The 50-page limit is for the technical narrative and cost proposals combined. It does not include items one or two in that limit.

29. RFP §4.3.1 bullets 9 and 10 request references. Does the State have a minimum or maximum number of desired references for each bullet?

No.

30. Is the bidder expected to submit an executed Federal Funds Addendum with their proposal?

No, but it is required prior to award.

31. Do the Title Page and Table of Contents count against the 50 page maximum for the Technical Proposal?

The 50-page limit is for the narrative and cost proposals combined. It does not include items one or two in that limit.

32. Does the Agency have an established project budget/NTE amount, and if so, could they please share it with vendors?

The State will not release budget information at this time.

33. Could the Agency please describe the grants management and compliance infrastructure currently in place within the Department's RHTP

Program Office, including relevant systems, policies, procedures, templates, and monitoring tools. Additionally, please clarify whether references to programmatic and financial audits contemplate compliance-oriented monitoring/reviews or formal audit or attestation engagements performed under professional auditing standards.

The RHTP Program Office utilizes State staff, contractors, established State processes, and program-specific tools to support grants management, compliance, monitoring, and reporting. The successful vendor will be expected to support and enhance these functions as directed by the State and consistent with applicable State, federal, and CMS requirements. Specific internal systems, procedures, and monitoring tools will be addressed with the successful vendor as necessary to perform assigned work. References to audits and reviews should be interpreted consistent with the specific requirements and deliverables assigned by the State.

34. Could the Agency please clarify the Department’s anticipated timeline and milestones for transferring grant administration and compliance responsibilities to State staff and reducing contracted support, including whether full transition is contemplated by the end of the initial one-year term or the potential five-year contract period. Please also provide any

The State's objective is to build and maintain appropriate internal capacity throughout the RHTP period while utilizing contracted expertise where needed.

The timing and extent of any transition will be determined by program needs, available State capacity, performance, and applicable federal requirements.

The State is not establishing a predetermined date for full transition of these responsibilities. On-site monitoring frequency and staffing will be determined based on program needs and risk.

available expectations regarding the anticipated frequency and staffing of on-site monitoring activities.

35. Would the Agency consider extending the proposal deadline by 2 weeks, making the proposal due date September 17th by 10:30am, given the scope and complexity of the RFP requirements for the proposal?

No, the State will not consider a 2-week extension. The State has extended the opening date five (5) business days.

36. Could the Agency please clarify how and where proposals should be submitted? Page 5 of the RFP includes directions for one (1) original technical proposal, five (5) convenience copies of the technical proposal, one (1) original cost proposal, and five (5) convenience copies of the cost proposal to be mailed to OAS purchasing. Page 7, 3. Bid Submission states that all bids must be submitted electronically through wvOASIS.

The proposals must be delivered via hard copy and in the quantities requested.

37. Could the Agency clarify what “current, relevant clinical license or credential” are? Could DOH provide examples of clinical licenses or credentials they are expecting to be submitted?

It could range from an RN, NP, PA, MD or DO. Historically, an RN has been sufficient.

38. Could the Agency confirm that only the Engagement Lead needs to be on site at the Agency’s Charleston offices not less than 3, or more than 14, days per month, and not other members of the team?

All members of the team may be needed to be onsite in Charleston from three

(3) to fourteen (14) days per month.

39. Can multiple individuals be named as the engagement lead? No.

40. Vendors are required to include “references for the implementation, management, or governance of a statewide health data platform, health information exchange, or comparable health data architecture.” Could the

Agency clarify how many references they would like vendors to submit to satisfy this requirement?

The State expects as many references as the vendor feels it needs to support its bid.

41. Professional credentials held by proposed staff relevant to compliance and audit work are required to be submitted. Could the Agency clarify if there are any attest components to this scope of work?

The State requests documentation to support components of the RFP. The state will not solely accept attestations.

42. Proposals may not exceed fifty (50) total pages. Is that total inclusive of the two proposals (technical and cost)?

Yes, the 50 total pages include both the technical and cost proposal.

43. Could the Agency confirm that the Required Forms and Disclosures do not count toward the fifty (50) page limit?

Technical and cost proposals count toward the 50-page limit.

44. Could the Agency confirm that vendors do not need to submit any information (names, resumes, experience, qualifications, certifications, The State requests names, resumes, qualifications, etc., with their proposal.

etc.). of any Rate Card personnel except the Engagement Lead in their proposals?

45. Could the Agency please clarify the scope of grants management and compliance support the West Virginia Department of Health's RHTP

Program Office anticipates requiring across the RHTP lifecycle, including grant/subaward development and protocols, subrecipient-versus-contractor determinations, budget and expenditure monitoring, cost allowability, CMS prior approvals, financial reconciliation/reporting, audit support, and award closeout.

The successful vendor should be prepared to provide grants management and compliance support across the RHTP lifecycle, as needed and directed by the State. This may include activities identified in the question, as well as other activities necessary to support compliance with applicable State, federal, and CMS requirements. Specific assignments, priorities, and deliverables will be established by the State through the applicable work order or delivery order process.

46. Could the Agency please clarify the scope of subrecipient monitoring support the Agency's RHTP Program Office anticipates requiring, including risk assessments, desk and on-site reviews, financial and programmatic reviews, findings, and corrective action follow-up and validation. If available, please also provide the anticipated number and types of subrecipients and estimated annual monitoring volume.

The bidder should expect to be engaged in all aspects of sub-recipient monitoring as needed.

47. Could the Agency please clarify the level of support the Department's

RHTP Program Office anticipates requiring for CMS financial and programmatic reporting, including data collection, validation, reconciliation, and preparation of CMS deliverables. Will the Agency also make available its approved RHTP application, CMS Notice of Award, approved budget, award terms and conditions, and relevant CMS guidance?

The successful vendor should be prepared to support CMS financial and programmatic reporting, including appropriate data collection, validation, reconciliation, and preparation of required deliverables, as directed by the State. The State and/or CMS will provide the successful vendor with applicable program documents, guidance, and other information necessary to perform authorized work, subject to applicable confidentiality, security, and disclosure requirements.

48. Can the State confirm whether the awarded contractor under this solicitation will be classified as a contractor/vendor or a subrecipient under

2 C.F.R. Part 200?

The appropriate classification will be determined consistent with applicable state and federal requirements.

49. Will the state allow the Engagement Lead to change depending on the specific work order, so long as the Engagement Lead meets the position requirements?

Yes, subject to State approval and provided the proposed Engagement Lead meets all requirements of the solicitation and applicable work order.

50. Does the Engagement Lead requirement begin when the specific work order is approved?

Yes.

51. Can the State provide its anticipated average onsite attendance expectations and identify whether additional onsite support staff may be required beyond the Engagement Lead?

The State will expect team members to be on site from three (3) to fourteen

(14) days a month.

52. Can copies of professional credentials held by proposed staff be included as an attachment?

Yes.

53. Is the bullet “What about experience in development and management of program and project mgmt activities? Stakeholder engagement?” a requirement the vendor should respond to?

Yes.

54. Regarding “References for the implementation, management, or governance of a statewide health data platform, health information exchange, or comparable health data architecture”, is there a minimum number of references the vendor must provide to satisfy this requirement?

The state expects as many references as the vendor feels it needs to support its bid.

55. Can the vendor satisfy this requirement by including examples of projects with completion dates that meet the years of experience?

Yes.

56. Would the state like the vendor to name staff and or provide a short biography for each of the positions for each labor category that meet the requirements, or is the vendor only to confirm the vendor has staff that meet the requirements of each labor category?

Vendors should name the staff and provide a biography.

57. Can the vendor submit a signed Transmittal Letter with these elements to satisfy this requirement, or should the Title page only include the elements requested?

Vendors should follow the proposal organization and submission requirements stated in the RFP. A signed transmittal letter may be included; however, it does not replace any specifically required information, form, certification, or disclosure.

58. Are responding vendors required to submit hardcopy AND electronic responses? The Bid Opening section includes a summary of hardcopy requirements while Section 3. Bid Submission states bids can be submitted electronically through wvOASIS.

Responding vendors are required to submit hardcopies. Electronic responses are prohibited.

59. Do the required forms and disclosures count toward the 50-page limit? No.

60. Can you please provide examples of acceptable “current, relevant clinical license or credential?”

It could range from an RN, NP, PA, MD or DO. Historically, an RN has been sufficient.

61. How should vendors demonstrate compliance with the license and certification requirements?

Vendors should provide valid and current copies of license(s) and certification(s).

62. Upon selection, will a vendor have the opportunity to engage in good faith negotiations on the contract terms?

Yes, please refer to “Instructions To Vendors Submitting Bids #7 Exceptions and Clarifications”.

63. How have program and project management services been provided for RHTP efforts to-date (prior this issuance of this solicitation)?

Services have been provided by the incumbent vendor KPMG and State staff prior to this solicitation.

64. Is there an overall page limit for the technical proposal beyond the 3 page limit for the executive summary?

Yes, there is a 50-page limit for the technical and cost proposals.