EVT0010591_-_Amendment_Two_-_Questions_and_Answers.xlsx
XLSX spreadsheet 24 KB Posted
- Attached to
- Public Health and Environmental Services
- Solicitation number
- EVT0010591
- Issued by
- Sedgwick County, Kansas
About this file
This is an Amendment Two Questions and Answers document related to a master contract solicitation issued by the Kansas Department of Health and Environment (KDHE) for comprehensive technical assistance services across eleven service categories. The solicitation seeks qualified vendors from regent institutions and non-profit organizations to provide services including project management, meeting facilitation, conference planning, monitoring and evaluation, training, strategic planning, federal document preparation, education and outreach, environmental and laboratory services, financial analysis, and quality improvement. The original proposal deadline was January 19, 2026, at 2:00 PM CST, and clarification questions were due by December 22, 2025. The contract term runs from May 1, 2026, through April 30, 2031, with no guaranteed minimum work volume. Vendors must demonstrate a minimum of five years of continuous active industry participation and prior satisfactory work with the State of Kansas, along with submission of three references from organizations that have purchased similar services within the past five years.
Pricing will be determined on a task order basis and may be structured as hourly rates, not-to-exceed fixed prices, or deliverables-based compensation, with payment terms set at Net 30 days. Successful contractors will be placed on a Qualified Vendor List (QVL) and will submit pricing when responding to specific task order bids. The procurement includes bidder preference categories for Disabled Veteran Owned Businesses and Certified Businesses with required supporting documentation. For Medicaid-specific projects, contractors must certify matching funds and adhere to specific cost accounting principles, with indirect rates for federally-funded task orders limited to the rate approved by the Federal Cognizant Agency (U.S. Department of Health and Human Services) or a de minimus rate of 10%. Mandatory submissions include current Kansas Tax Clearance Certificate, I-9 Certification form, Boycott of Israel form, Sexual Harassment form, and Immigration Reform and Control Act compliance documentation.
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Sheet1
| Event Number: | EVT0010591 | |
| Event Name: | Public Health and Environment Services | |
| Agency: | KDHE | |
| Procurement Officer: | Lee Askew | Please use this template to ask questions regarding EVT0010591. |
| Question # | RFP Page | Section | Question | Response |
| 1 | Page 1 | General Information/Closing Date | The listed closing date shows January 19, 2026, 2:00PM CST. This is a national federal holiday, Martin Luther King Jr. Day, will there be an extension to the closing date or should bidders submit prior to January 19, 2026 2 PM CST? | The Closing Date has been changed to January 20th, 2026; Please submit your proposals by that date. |
| 2 | Page 10 - 13, and page 36 | Page 10 ; Section 1.8: Page 11: Section 1.14; Page 13: Section 2.1; Page 36 | In section 1.8, 1.14, and 2.1 there are requirements for the cost proposal form, but on page 36 it states there will be no cost sheets for this evaluation. Will a cost proposal/or a cost sheet be required to submit with this bid? | No, these are task order based and pricing is based on the project that is being requested. |
| 3 | Page 36 | 5 | Will there be a F&A limitation on this bid or will it be specific to task orders? If specific to task orders will we be able to charge our federally negotiated rate if funding is from a federal source? | This will be speicifc to the task order being proposed by the program. |
| 5 | 14 | 2.4 Bidder Information | On page 11, Section 1.14- Evaluation of Proposals, the document states "Award shall be made in the best interest of the State as determined by the PNC or their designees. Although no weighted value is assigned, consideration may focus toward but is not limited to: |
• Cost. Bidders are not to inflate prices in the initial proposal as cost is a factor in determining who may receive an award or be invited to formal negotiations. The State reserves the right to award to the lowest responsive bid without conducting formal negotiations, if authorized by the PNC.
• Adequacy and completeness of proposal • Bidder's understanding of the project
• Compliance with the terms and conditions of the RFP
• Experience in providing like services
• Qualified staff
• Methodology to accomplish tasks
• Response format as required by this RFP"
On page 14, Section 2.4. the document states "The bidder must include a narrative of the bidder's corporation and each subcontractor if any. The narrative shall include the following:
(a) date established.
(b) ownership (public, partnership, subsidiary, etc.).
(c) number of personnel, full and part time, assigned to this project by function and job title.
(d) resources assigned to this project and the extent they are dedicated to other matters.
(e) organizational chart.
(f) financial statement may be required.
| Since this event is not related to a specific task order or scope of work, are the above details of (c) and (d) necessary for this event submission EVT0010591? | These details will be provided by KDHE program staff before the task order is fully executed. | ||||
| 6 | 15 | 2.8 | On page 15, Section 2.8 Bidder Contracts, the document states "Bidders must include with their RFP response, a copy of any contracts, agreements, licenses, warranties, etc. that the bidder would propose to incorporate into the contract generated from this Bid Event." |
| Since this event is not related to a specific task order or scope of work, are bidder contracts, agreements, licenses, and warranties required to be submitted with this application? | This is not required. | |||||
| 7 | 14 | 2.7. References | Are the references being requested in Section 2.7 the same as the references being requested in the Bidder Questionnaire? | Yes | ||
| 8 | 15 | 2.9. Unit Pricing | Since no cost sheet is required for this submission, should we state "N/A" in response to Section 2.9? | Yes | ||
| 9 | 23 | 4.1 Scope | Is there a maximum number of contractors permitted for the master contract? | No, we are wanting to award multiple contractors for this event | ||
| 10 | 3, 13, 36 | 2.1, 5 | Please confirm whether a cost proposal is required. Section 5. Cost Sheet (pg 36) states no cost sheet is required and vendors will be placed on a Qualified Vendor List, while Section 2.1 Submission of Proposals (pg13) and the Vendor Response Checklist (pg 3) reference a cost proposal and cost sheet as required items. | Cost proposal are not required and pricing is based on actual project | ||
| 11 | 27 | 4.4.2 | Our firm has experience providing many of the service categories in RFP Section 4.7 to State Medicaid Agencies. We do not possess all of the specific Medicaid experience listed under RFP Section 4.4.2 (e.g refurbishing equipment, directly assessing individual member funcionality). Must a Contractor possess all experience listed in 4.4.2 in order to become a Qualified Vendor for "Medicaid Related Projects"? | No | ||
| 12 | 27 | 4.4.2 | Are "Medicaid Related Projects" limited in scope to those related to the Medicaid Specific Project Qualifications listed in section 4.2.2 or will the Department of Health Care Finance release Task Orders for broader projects in service categories such as Strategic Planning or Meeting Facilitation that may not require the specific qualifications listed in 4.2.2 to perform? | Yes this will be broader projects | ||
| 13 | 27 | 4.4.2 Medicaid Specific Project Qualifications | The Medicaid Specific Project Qualifications appear to reference a range of capabilities including assistive technology assessment and training, equipment refurbishment and redistribution, federal matching fund certification, and Medicaid system integration (KMMS). Can the State clarify whether these qualifications are intended to indicate the anticipated types of task orders to be issued under this contract, and if so, whether task orders are expected to encompass all of these capabilities or may be scoped to specific functional areas? | This will be scoped to more specific projects | ||
| 14 | N/A | General | Can KDHE provide any historical or estimated information regarding the anticipated number and/or dollar value of Task Orders issued annually under this master contract? | This information is not available | ||
| 15 | N/A | General | Does KDHE anticipate that most Task Orders will be competitively bid among pre-qualified vendors, or will KDHE issue direct awards in certain circumstances? | KDHE is requesting that multiple vendors be awarded to this bid. | ||
| 16 | N/A | General | Will pre-qualified vendors be segmented or designated by service area (Public Health, Environment, Health Care Finance/Medicaid), or will all awarded vendors be eligible to compete for Task Orders across all divisions? | All awarded vendors will be eligible | ||
| 17 | N/A | General | Does KDHE intend to award contracts to all responsive and qualified bidders, or only a limited number of vendors deemed most advantageous to the State? | KDHE is requesting that multiple vendors be awarded to this bid. | ||
| 18 | General | Is there a specific format, e.g., font type/size and page margin, and page limit, for the proposal? | KDHE has a form that will be sent with the project details. | |||
| 19 | 8 | Checklist Request for Proposal | Is the "CERTIFICATION OF COMPANY NOT CURRENTLY ENGAGED IN | |||
| THE PROCUREMENT OR OBTAINMENT OF CERTAIN EQUIPMENT, SERVICES, OR SYSTEMS" form the Certification of Procurement? | Correct | |||||
| 20 | 10 | 1.8 Preparation of Proposal | The RFP states "all copies of cost proposals shall be submitted in a separate sealed envelope or container separate from the technical proposal." Is a Cost Proposal applicable for this proposal submission? If so, is there a Cost Proposal template? | There is not. This would be based off each project that program is needing completed | ||
| 21 | 13 | 2.1 Proposal Response | If submitted electronically, does the state still want us to separate technical proposal and cost proposal into different files or should they be combined? | All submissions must be sent to procurement@ks.gov or submitted online through Ebids on the Esupplier website. The proposals must be separated per the guidelines in 2.1 of the bid documents. | ||
| 22 | 13 | 2.1 Proposal Response | Since January 19th is a holiday, what date should the proposal be submitted by to avoid state agency closing for observance of the holiday? | Answered on #1 | ||
| 23 | 14 | 2.5 Qualifications | Can you please clarify how recent examples of past work need to be for this contract? | See attached sample | ||
| 24 | 14 | 2.5 Qualifications | Can we use examples of previous task order work under the current master contract? | Yes. Please note that the current contract expires 4/30/26 and all awardees will be |
given new contract number
| 25 | 14 | 2.7 References | The RFP states that "… the buying agency shall not be shown as references." Clarifying question: Does this mean the bidder cannot use current KDHE staff as a reference? | Please do not use KDHE as a reference |
| 26 | 14 | 2.7 References | Can the bidder use former KDHE staff as a reference? | Please do not use KDHE as a reference |
| 27 | 14 | 2.7 References | Can the bidder use other Kansas state agencies (e.g., Department for Children and Families, Department for Aging and Disability Services) as references? | Other State agencies can be used as a reference. Please do not use KDHE as a reference. |
| 28 | 1 | N/A | Is there an estimated notification date to the organizations who submit a response to this RFP? | When the agency makes an award decision is when the vendors are notified. Usually this process takes 45 days from the closing date of the solicitation. |
| 29 | 1 | N/A | What is the anticipated process for continuing work already approved under a current task order that may extend beyond April 30, 2026? | New task orders will need to be made under the new contract |
| 30 | 14 | 2.3 | Is it permissible to submit a response to this RFP as the Prime Contractor and also be listed as a subcontractor by another Prime Contractor? | No, the agency will not be taking any bids for sub - contractors. If you are submitting a bid as a contractor then you may not be a sub-contractor. |
| 31 | Page 36 | #5: Cost Sheet | The RFP indicates that there will be no cost sheet required for this evaluation but on page 3, the checklist for vendors includes a cost sheet. Is a cost sheet required for submission? | No |
| 32 | N/A | N/A | Has this MSA been awarded in the past? If so, what is the name of the previous contract | Several contracts have been awarded. The title of these are Public Health & Environmental |
| 33 | Page 26 | 4.3.2.f. | The RFP states that the Kansas Health and Environmental Laboratories (KHEL) provide reference microbiological services for the prevention and diagnosis of infectious diseases and to assure the quality of water supplies in Kansas. |
o Could you provide a list of analytes your agency typically tests in state water supplies? For example:
o Microbiological analytes:
| • | total coliforms |
| • | Fecal coliforms |
| • | Escherichia coli (E. coli) |
| • | Enterococci |
| • | Legionella spp. |
| • | Heterotrophic Plate Count (HPC) |
o Physico-chemical parameters:
| • | pH | ||
| • | Turbidity | ||
| • | Conductivity | ||
| • | Nitrate/Nitrite | ||
| • | Chlorine residual | ||
| • | Hardness | ||
| • | Total dissolved solids (TDS) | See attached list | |
| 34 | 23 | ||
| 32, 34 | 4.1 Scope; | ||
| Response Questionnaires | RFP states this RFP seeks to establish a master contract with "regents institutions and non-profit organizations." The Response Questionnaires are limited to these two organizational types. Is eligibility strictly limited to regents institutions and non-profit organizations, or will KDHE consider proposals from other business structures that possess the required qualifications and experience outlined in Section 4.4 Contractor Qualifications? | All proposals that are submitted will be considered. |
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