Dental RFP QA Addenda 2.pdf

December 11, 2024

TO: Prospective Vendors

RE: Solicitation Number: APD RFP 2425-006 Dental Program Addendum – 2

The information referenced is provided for consideration in the preparation of your response to the above-referenced RFP.

All terms and conditions of the RFP not modified by this addendum shall remain in full force and effect.

Questions and Answers: Below are questions received from vendors along with the Agency’s official answers.

REFERENCE QUESTION ANSWER

1 Pg. 11

Since many of the "tie breakers" are based on business ownership (for example, 51% minority owned), how can respondents that are non-profit organizations earn this consideration?

Please see Section 2.8 Equal Proposals, of the RFP which is in alignment with Chapter 287 and 295, Florida Statutes for vendor qualifications related to “tie breakers.”

2 Pg. 13

Please resolve the conflicting language concerning subcontractors: "All subcontractors must also provide Evidence of current non-profit status" (page 13) vs.

Attachment A (page 33) "subcontractor may include for-profit and/or non-profit" and section 39.3 (page 24) "nonprofit organization can and is encouraged to subcontract with for-profit organization"

A subcontractor may be either for profit or non-profit organizations. If a subcontractor is a non-profit, the entity should follow the directions outline in Section

3.7.2 Subcontractor Information, of the RFP.

3 Pg. 14

"The budget narrative must include the methodology used to calculate the total line-item cost, including the quantity of items funded, price per item and description of use"

The scope of services is broad and the price per service will vary considerably. Is the agency expecting a detailed estimate of dental service utilization by type of service? For dental services, how does the agency distinguish line-item cost from price per item?

The Agency is requesting a budget narrative that outlines the three categories of expense which includes Dental Services as specified in Section 4.5 Budget Narrative, and Section 40, Cost Proposal, of the RFP.

4 Pg. 24

"Provide documentation of attendance of at least three (3) community events per quarter."

Is this for the organization as a whole or for each member of the team? How do you expect this to be documented?

Further documentation requirements for the demonstration of the community-based partnership and outreach requirement will be agreed upon through a resulting contract between the Agency and Awarded Vendor through the RFP.

5 Pg. 26

What are the price limits for Dental Services and Community-Based Partnerships & Outreach?

As specified in Section 1.2 Background, of the RFP, funding is appropriated annually on a recurring basis and shall not exceed $11.5 annually. Section 40 Cost Proposal, of the RFP, outlines each Service and Fee Type that will be negotiated as a result of the responsive proposals to achieve best value in resulting contract(s).

6 Pg. 26

How will the Flat Fee for Program Administration be administered? Quarterly? Annually? Per participant?

Please refer to Attachment A, Section B.1., subsection c. Program Administration; Section B.10.

Invoicing and Fees, and Section B.10., subsection b.

Invoice Requirements and Documentation, and Appendix VIII, Section 2, of the RFP

7 Pg. 34

"The program shall act as a payor of last resort and shall not duplicate dental treatments covered by Florida Medicaid, Medicare, or dental care available to APD clients through private dental insurance."

How will the Agency assist the Respondent to identify other applicable coverage and benefits?

Please refer to Attachment A: Statement of Work, Section A.3., Clients to be Served, and Section A.3., subsection b. Client Eligibility/Determination, of the

RFP.

8 Pg. 35

"The Respondent shall confirm client APD eligibility and retain sole responsibility for determining which clients are served under this Contract in accordance with its terms and conditions."

Please refer to Agency Answer to Question number 7.

How can the Respondent confirm APD eligibility if the client is not on the pre-enrollment list, and doesn't have a Level of Care determination or a current QSI?

9 Pg. 35

"The Respondent shall not be reimbursed for clients determined ineligible for services by the Agency or for services rendered prior to the Agency’s verification."

Will the Agency be operating an eligibility determination and prior authorization process for each potential client? If so, how will the authorization period be considered in evaluation of the Timeframe Standards?

Please refer to Agency Answer to Question number 7.

10 Pg. 35

"If the Respondent has knowledge of any circumstances affecting the eligibility of any person authorized to receive services under this program, the Respondent shall notify the Contract Manager immediately. In the event of a dispute regarding client eligibility or service determination, the Agency shall have exclusive authority to make the final decision."

The Agency's "exclusive authority" and the Respondent's "sole responsibility" seem to create potential conflicting determinations. Will there be a process established or an accessible source of truth that the Respondent can access to gain more certainty on these determinations?

Yes, the Agency will collaborate with the awarded vendor as appropriate pursuant to the necessary sections of the RFP and resulting contract. Please refer to the attached APD Standard Contract, Section 41 Dispute Resolution, of the RFP, for potential language regarding potential resolutions of disputes in performance.

11 Pg. 35

"The Respondent recognizes and agrees that any and all work performed without specific direction from the Agency shall be deemed gratuitous and not subject to charge by the Respondent or compensation by the Agency."

Does this language require the Respondent to obtain Agency approval for each expenditure including individual units of reimbursable services?

Question is unclear. As it relates to Reimbursable Services, any invoice that is submitted must conform to chapter 287, Florida Statutes, and other Florida Law.

Section 4.5, Tab 4: Budget Narrative, of the RFP, outlines the Respondent must detail all planned activities in the budget narrative to which reimbursement will be sought under the resulting contract. The work must be performed in conformance with the resulting contract.

12 Pg. 36

2) Teledentistry: The Respondent shall provide Teledentistry to the same extent services would be covered if provided through a face-to-face (in-person) encounter…"

Teledentistry may be provided when appropriate as outlined in Attachment A, Statement of Work, How will "same extent" be measured given that most dental treatments require an in-person visit?

Subsection A, 1.b.25), of the RFP, and must be consistent with industry standards.

13 Pg. 38

Dental Service Timeframe Standards Is there a performance metric applied to these standards or will the Respondent be expected to achieve 100% compliance?

Yes, a performance metric shall be applied for each standard in the respondent’s response.

14 Pg. 39

Dental Provider Network Adequacy The CFR cross reference is to federal regulations for comprehensive Medicaid MCOs, PIHPs, or PAHPs and this regulation outlines a State responsibility for setting quantitative standards and monitoring performance as part of its managed care program. Given that the dental program in this RFP does not function as a managed care organization and adult dental providers are not enumerated in the CFR, what is the specific standard the Respondent will be expected to achieve?

Please refer to Attachment A, Statement of Work, Section B.1.c. 5), a), “Dental Provider Network Adequacy, of the RFP.

15 Pg 42

"The Agency may reject from participation in the implementation of this contract any of the Respondent’s staff, partners, joint ventures, associates, or agents."

Does this language grant the Agency final authority over every hiring decision and every contractual or collaborative agreement?

This language refers to the implementation of this contract, and the Respondent’s staff, partners, joint ventures, associates, or agent’s participation in relation to the implementation of this contract with the Agency.

To the extent this Addendum gives rise to a protest, failure to file a protest within the timer prescribed in Subsection 120.57(3), Florida Statutes, or failure to post the bond or other security requirement by laws within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.