ATTM 010 Q&A.pdf

Question # Contract/RFP

Page # Contract/RFP

Section # Contract/RFP Language Questions SCDHHS Response 1 25 of 62 Section 4.1.3, Section by Section Instructions

Table 4.1.3-1 shows the structure of Section C for each subsection.

The subheadings below the table define the sections as C1, C3, C4. Assuming this is a minor error, and the sections should be numbered as indicated in the table C1, C2, C3.

Reference Amended Solicitation Document Section 4.1.3. Subheadings numbering corrected.

2 20 of 62 3.1. Scope of Services

Produce and mail pre-notification letters. Conduct telephone interviews using an electronic telephone interviewing system.

Will the State please clarify if any stakeholder awareness activities will be facilitated prior to survey administration beginning, including but not limited to memo's, web updates, and informational webinars to case management directors, MCO's, or other stakeholders as deemed appropriate?

Reference Amended Solicitation Document Section 3.1.1.

3 20 of 62 3.1.1 Survey Administration Method

Ensure that a forty percent response rate is achieved

What is the State's intent to ensure address and phone numbers are most up to date when providing data to the selected Contractor? If the information is incorrect and cannot be obtained by the Contractor, will the State assist in updating data to ensure a 40% response is obtainable?

Reference Amended Solicitation Document Section 3.1.1.

4 20 of 62 3.1.1 Survey Administration Method

Administer the survey in additional languages whereby that language makes up 5% of the county population including but not limited to Spanish

Will the State be able to identify where there may be language requirements to determine if a language makes up 5% of the county's population?

SCDHHS doesn't currently capture Beneficairies preferred language. The Contractor should submit the survey the default language, which is English.

SCDHHS may follow up with Beneficiaries to ask about language preferences if the response rate is low.

5 General General Will the State please provide either one or both of the following: Estimated total population size of eligible respondents?

Estimated volume of completed surveys per year?

Reference Amended Solicitation Document Section 1, Provision 1.3.2.

ATTM 010 - QUESTIONS and SCDHHS Responses

6 20, 21 3.1, 3.1.4 From section 3.1.4. "Establish and document quality control procedures for all phases of survey implementation…. To include but not limited to: … 2. In-person administration of the survey."

Section 3.1 in the scope does not indicate that there will be in person surveying required, however, in-person surveys are referenced in section 3.1.4. as part of the requested QAP.

Can you please clarify whether the State intends for the Vendor to conduct surveys in person, or only by telephone interviews?

Reference Amended Solicitation Document Section 3, Provision 3.1.4.

Item 2 removed in its entirety.

7 20 3.1 Ensure that the HCBS CAHPS survey results are completed and ready for submission to CMS annually by August 22nd.

To confirm, is this RFP intended to be for a 2026 administration and report submission?

As a note, based on the timing of the RFP award, it is likely that timing would not allow for full administration and reporting by August 2025.

Yes. This RFP is for 2026 administration and report submission.

8 20 3.1 Scope of Services: Ensure 40% response rate is achieved.

Is the response rate of 40% a historical response rate achieved for HCBS for the State of SC using the methodology described in the

RFP?

No, it is based on the recommendation from the Technical Assistance Guide, see Section 3, Provision 3.1.4.

9 20 3.1.1 Administer the survey in additional languages whereby that language makes up 5% of the county’s population, including but not limited to Spanish.

Will the State identify/flag the members preferred language in the member files?

See response to Question 4.

10 20 3.1, 3.1.1 Scope of Services, Survey Administration Method

With respect to survey samples and member files, can the State provide the estimated sample size of eligible members for the outreach?

See response to Question 5.

11 21 3.1.4 In-person administration of surveys (electronic in-person interviewing system).

Is the use of in-person interviewing a requirement or can the protocol consist of pre-notice letter with live-agent call?

See response to Question 6.

12 20 3.1 Scope of Services Can you specify what type of final reporting will be needed? Are there individual MCO reports that are needed (if so, please provide details)?

Reference Amended Solicitation Document Section 3, Provision 3.1.

13 22 3.2.2 Familiarity with Informational Classification of Disease (ICD)

Given this preference, does the State carry an expectation that vendors need to have clinical staff working on this project or simply have familiarity of the ICD codes?

Contractor is not expected to have clinical staff working on this project.

14 24 4 IMPORTANT NOTICE: Please note that if terms and conditions are objected to or qualified, Your Offer MAY be deemed non-responsive and not considered further.

Will the State allow for any editing of terms either in the form of redline changes or written exceptions?

Reference amended Solicitation, Section 2, Provision 2.37 (d).

15 1 ATTM 002 Reread your entire bid/proposal to make sure your bid/proposal does not take exception to any of the state's mandatory requirements.

Will the State allow for any editing of terms either in the form of redline changes or written exceptions?

See response to Question 14.

16 General What is the estimated size of the target population eligible for the HCBS CAHPS Survey within the specified jurisdiction?

See response to Question 5.

17 General We'd request additional insight as to how outreach is expected to be administered. For example, will we conduct mail with telephone outreach, or vice versa?

Protocol may include pre-notice letter with live-agent call. Reference Amended Solicitation Section 4, Provision 4.1.3, Section B, first bullet. Offeror should provide details in their proposed solution.

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