DOH24-013 Addendum 1 - FINAL.pdf

Mission:

To protect, promote and improve the health of all people in Florida through integrated state, county and community efforts.

Ron DeSantis Governor

Joseph A. Ladapo, MD, PhD

State Surgeon General

Vision: To be the Healthiest State in the Nation

Florida Department of Health Division of Administration • Bureau of General Services 4052 Bald Cypress Way, Bin B-07 • Tallahassee, FL 32399

PHONE: 850-245-4199

FloridaHealth.gov

Accredited Health Department Public Health Accreditation Board

Addendum #1 Questions and Answers

ITN DOH24-013

Fiscal Fiduciary Agent for HIV

Patient Care and Treatment Services

DATE: December 09, 2024

TO: Prospective Vendors

FROM: Voncelia Meeks, Procurement Officer

Florida Department of Health Central Purchasing Office

SUBJECT: DOH24-013 Addendum #1

The purpose of this addendum is to modify and add sections below in the ITN, and to answer questions received in accordance with Section 2.6, Questions, of the ITN. This addendum serves as notice of the following change(s):

Deletions are indicated by “strikethrough” or reference. Additions, updates or replacements are indicated by highlighting.

A. Modifications: The following list outlines modifications and additions made to the ITN which has been revised and replaced in its entirety, and is attached hereto:

1. Section 3.3.1.4: Cost Reply (Budget Narrative – Attachment B) must be completed and submitted as specified in Section 3.3.3.

2. Section 3.3.1.10 Subcontractor Form (Attachment J)

3. Section 3.3.1.11 Background Screening Attestation (Attachment L)

4. Section 3.3.1.12 HIPAA Business Associate Agreement (Attachment K)

5. Section 3.3.1.13 Vendor Certification (PUR 7801) (Attachment M)

6. Section 3.3.1.14 Forced Labor Certifications (PUR 2024) (Attachment N)

7. Section 3.3.3 TAB 3 - Cost Reply

8. Section 3.4.2 Cost Reply

9. Section 3.5.2 Cost Reply

10. ATTACHMENT C Added numbers Evaluation Criteria

B. Responses to Questions received pursuant to Section 2.6, Questions: Please see the Department’s response to questions received by the due date outlined in Section 2.5, Timeline, of the ITN, below:

# Question Answer

1.

QUESTIONS 1: Section 3.0 INSTRUCTIONS FOR REPLY SUBMITTAL, concerning reply format and content; excluding the attachments, is there a proforma of response format or the respondent just have to organise the information as per the instructions of 3.3 Reply contents.

Please read Section 3.0: Instructions for Reply Submittal, in its entirety.

2.

QUESTIONS 2: When I click on the link of Page55 Attachment B (Budget narrative) Excel spreadsheet, I cannot find the documents of DOH24-013. I only see the print screen below, and when click on the link of DOH23.023, I am able to view all the documents related to this project. Would you kindly advise how to access and find the project documents.

An Excel format of Attachment B, Budget Narrative, may be accessed via the following link:

https://www.floridahealth.gov/about/administrative-functions/purchasing/index.html

3.

Is it allowable for the fiduciary agent to fund more than one organization for different direct services in the same city?

Yes.

4.

Will the fiduciary agent be allowed to subcontract or develop MOU's with an FQHC to provide direct care services?

Subcontracting is allowed per Section 3.8 in the ITN. This may also be discussed during the negotiations.

5.

How will the fiduciary agent know what organizations provide direct services in line with the ITN?

Please refer to Section 3.3.1 Mandatory Requirements, , specifically Section

3.3.1.1.4. in the ITN. This may also be discussed during the negotiations.

6.

What will be their process of choosing and how will they ensure clients continue to receive their services during the transition?

The fiduciary agent will manage procurement processes to establish and maintain networks of direct client service providers for each allowable Core Medical and Support Service. The Department will work with the fiduciary agent directly to ensure clients continue to receive their services during the transition.

https://www.floridahealth.gov/about/administrative-functions/purchasing/index.html https://www.floridahealth.gov/about/administrative-functions/purchasing/index.html

7.

Section 3.4 “Copies of Replies” states "Respondents must not disclose cost information in the body of the Technical Reply.

Including cost information will cause the Reply to be disqualified (Mandatory Requirement, refer to Section 3.3)." However, 3.3.1 Tab 1: “Mandatory Requirements” lists “Attachment B: Budget Narrative” as an item to include.

a. Will the State please clarify where to place “Attachment B: Budget Narrative”?

b. Will the State clarify if there is to be a separate Cost Reply?

i. If there is a separate Cost Reply, what contents should be included?

ii. If there is a separate Cost Reply, should there be a Cost Original, Cost Copy, and one electronic copy of the cost response?

See the REVISED ITN included as an attachment to Addendum 1.

8.

Section 3.5 “Reply Labeling” states “The Technical Reply must be sealed…” Will the State confirm that the Technical Original, the Technical Copy, and the one electronic copy of the response is to be sealed separately from the Cost Reply?

Yes, the Technical Reply and Cost Reply must be sealed separately. See Answer to Question 7.

9.

Section 3.3.1.11 states “Background Screening Attestation (Attachment I) must be completed as specified in Section 5.12.”

Will the State confirm that “Attachment I” is referring to “Attachment L” found on page 83?

Yes. See the Revised ITN included as an attachment to Addendum 1.

10.

Section 4.6. Identical Tie Replies, states “In the event that the Department’s evaluation results in identical scoring outcomes between two or more Respondents, the Department will require the affected Respondents to complete the Identical Tie Certification, Attachment G, certifying their statutory qualifications for the stated preferences in order to break the tie.”

a. Will the State confirm if Attachment G should be included in the Reply?

b. If Attachment G is to be included in the Reply, where should it be located?

In the event that the Department’s evaluation results in identical scoring outcomes between two or more Respondent’s, the Department’s Procurement Officer will request that the affected Respondent’s complete and submit Attachment G at that time.

11.

Attachment M: PUR7801 Vendor Certification Form and Attachment N: PUR2024 Use of Coercion Forced Labor are included with the ITN.

a. Will the State confirm if they are required to be included in the Reply.

b. If they are to be included, will the State clarify where in the Reply they are to be located?

These forms must be included with the Technical Reply per Section 3.3 Reply Contents. See the Revised ITN included as an attachment to Addendum 1.

12.

Exhibit AA: Unit of Service, “Units of service will coincide with those single services identified and billed based on the Florida Agency for Healthcare Administration Rule 59G- 4.002, Provider Reimbursement Schedules and Billing Codes.” Will the State provide guidance on what the current department guidance is for determining allowable premium amounts or is it up to the provider to determine what’s cost effective?

Please refer to HRSA HAB PCN #18-01 for clarifications regarding the Use of Ryan White HIV/AIDS Program Funds for Health Care Coverage Premium and Cost Sharing Assistance. See the link below. The Department will determine the premiums to be paid and premium amounts to be paid may be discussed at negotiations.

https://ryanwhite.hrsa.gov/sites/default/files/ryanwhite/grants/18-01-use-rwhap-funds-premium-cost-sharing-assistance.pdf

13.

Attachment A: Scope of Services on Page 38. Will the State clarify the frequency of which client satisfaction data is to be collected?

Please see Section B.1.a.1.j of Attachment A, Scope of Services for the data reporting frequency requirement.

14.

Attachment A: Scope of Services on Page 36, will the State confirm that the program management software they are referring to is CAREWare?

a. If not CAREWare, please provide which systems and the specifications of the system.

The Department’s program management software may be CAREWare or another system to be determined. This may be discussed during negotiations.

https://ryanwhite.hrsa.gov/sites/default/files/ryanwhite/grants/18-01-use-rwhap-funds-premium-cost-sharing-assistance.pdf https://ryanwhite.hrsa.gov/sites/default/files/ryanwhite/grants/18-01-use-rwhap-funds-premium-cost-sharing-assistance.pdf

15.

Evaluation Criteria: “Ability to either administer or oversee a subsidiary or subcontracted entity that can administer an electronic data system that meets the requirements of the scope of services within 30 days of contract execution and maintain it throughout the term of the contract.” Please clarify whether this is 30 business days or calendar days?

a. Please clarify if the 30 days begins on contract award or on March 31, 2025, as referenced on Page 33 of Attachment A: Scope of Services Task List.

Thirty (30) calendar days from contract execution.

16.

Eligibility and Qualifications Does the contract provide clients, or is client identification the agent's responsibility?

The Department will provide eligibility data as outlined in Section B.1.a.1.f of Attachment A, Scope of Services.

17.

What specific experience or credentials are necessary to meet eligibility criteria?

See the Answer to Question 16.

18.

Can a smaller business or less-established organization still qualify if its leadership demonstrates significant management experience?

Yes.

19.

Are there additional certifications or partnerships that would strengthen the proposal?

Respondents should include any relevant certifications and partnerships with their Technical Reply.

20.

Does prior work outside direct HIV patient care contribute to eligibility if relevant skills are transferable?

Please review the ITN in its entirety to understand the required experience and document it in Attachment D, Prior Experience. The Respondent should ensure that services of a similar size and nature of those requested in this solicitation.

21.

What level of detail is required for the budget narrative and technical response?

The Respondent must complete Attachment B, Budget Narrative as specified.

The Technical Reply should contain enough detail to properly evaluate the ability of the Respondent to meet the requirements of this ITN.

22.

Are successful ITN response templates or examples available for reference?

No.

23.

Scope of Work and Deliverables What are the most critical performance measures during the contract term?

The performance measures will be discussed and finalized during negotiations.

24.

Are there systems for reporting and data management that the fiduciary agent must integrate with or replace? Or use?

Please see Sections 3.3.2.1.11 and 3.3.2.1.12 of this ITN and Sections B.1.a.1.f and B.1.a.1.g. of Attachment A, Scope of Services.

25.

How much flexibility is allowed to adjust deliverables if needs change during the contract?

The deliverables will be discussed and finalized during negotiations. However, changes may be allowed via an admendment to the resulting contract.

26.

Evaluation and Scoring How will innovative solutions or added-value services, such as technology integration, be evaluated?

Replies will be evaluated per Attachment C, Evaluation Criteria. Value Added Services will be discussed during negotiations. I

27.

Financial and Contractual Expectations What is the minimum financial reserve or capital required to manage initial operations?

Please see Attachment B, Budget Narrative.

28.

Will the department willing to give starting capital for this project ahead of time just help with start up?

Advance payment requirements may be discussed during negotiations.

29.

Partnerships and Subcontracting Are there guidelines or limitations for using subcontractors, especially for direct service delivery?

Please refer to Section 3.8. Subcontractor. This may also be discussed during negotiations.

30.

What challenges in subcontractor management or inefficiencies in the current system should the proposal address?

Please review section 1.5 Questions Being Explored.

31.

Service Delivery Are there priority populations or underserved areas that the proposal should focus on (e.g., rural or urban healthcare deserts)?

The Respondent should demonstrate knowledge of priority populations and underserved areas in their Reply. This may also be discussed during negotiations.

32.

What criteria will determine the adequacy of geographic coverage and network effectiveness?

Please refer toSection 3.3.2.1.5.2 of this ITN. The Department will provide initial minimum allocation amounts. The Respondents should address allocation methodology in its Reply.

33.

Regulatory Compliance What common compliance challenges have previous agents faced, and how have they been mitigated?

The Department has not previously contracted with a fiduciary agent for this program.

34.

Strategic Implementation How does the Department define cost-effectiveness and efficient resource allocation?

Cost-effectiveness is achieving the work described in this ITN at the lowest cost possible. Efficient resource allocation means distributing available resources (i.e. time, money, personnel) across different tasks or projects in a way that maximizes productivity, minimizes waste, and ensures the best possible outcome by allocating the right resources to the right needs, essentially getting the most out of every resource used.

35.

Are there benchmarks or historical data available to guide planning?

The Fiduciary Agent’s role is to develop and modify service delivery based on planning body feedback received from the Department, which maintains the responsibility for planning and priority setting.

36.

Will the Department provide access to existing electronic systems, or is the agent expected to develop or lease new platforms?

Please refer toSections 3.3.2.1.11 and 3.3.2.1.12 of this ITN and Sections B.1.a.1.f and B.1.a.1.g. of Attachment A, Scope of Services.

37.

Operational Management Are there restrictions on the use of administrative funds, such as the 7% allocation for overhead costs?

The administrative allowance is set by the terms of the HRSA Ryan White HIV/AIDS Program Part B federal legislation.

38.

Are there previously used mechanisms the agent used to monitor subcontractor performance and ensure accountability?

The Department has not previously contracted with a fiduciary agent for this program.

39.

Addressing Workforce Challenges Are we permitted to use strategies, such as mobile clinics or telehealth, to address provider shortages in underserved areas?

Yes.

40.

Are incentives available to attract and retain healthcare providers in high-need regions

No.

41.

Performance Metrics What specific outcomes, such as client retention or viral suppression rates, will the Department prioritize?

Please refer to definition in Section A.2.ee, Positive Medical Outcomes, of the Attachment A, Scope of Services.

42.

How will performance influence the contract's renewal or amendment process?

Please refer to Section D.1 Contract Renewal of the Attachment A, Scope of Services.

43.

Stakeholder Engagement Are there existing advisory boards or client feedback mechanisms that the agent must utilize or enhance?

The Fiduciary Agent’s role is to develop and modify service delivery based on planning body feedback received from the Department, which maintains the responsibility for planning and priority setting.

44.

Data and Reporting Will the agent have access to historical client-level data to track trends and outcomes?

This may be discussed during negotiations.

45.

Are there specific expectations for transparency and public reporting of fund utilization and program results?

Please refer to Section B.1.a.1.a.3 of Attachment A, Scope of Services.

46.

Sustainability and Future-Proofing Are there plans to align RWHAP services with other public health initiatives, such as mental health or substance abuse programs?

This may be discussed during negotiations.

47.

How should the agent prepare for funding or operational disruptions, such as those caused by natural disasters or pandemics

Continuance of Operations Plans or Emergency Operations Plans may be discussed during negotiations.

Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.