EXTERNAL PROGRAM EVALUATOR QUESTION AND ANSWERS REPORT.pdf

Mississippi Department of Health

Procurement Dorthy Young, -

570 East Woodrow Wilson Drive, Jackson, MS 39216

(855) 767-0170

QUESTION & ANSWER REPORT

Request For Qualification (RFQ) - External Program Evaluator

QUESTION & ANSWER REPORT

RFQ No. 3140004671

External Program Evaluator RESPONSE DEADLINE: September 28, 2026 at 2:00 pm

Thursday, September 10, 2026

1. Question Regarding RFQ Section 6.1/6.2 – Bidder Prior Experience Requirement — RFx 3140004671

Aug 25, 2026 4:43 PM

Question: Please clarify Sections 6.1 and 6.2. Do these sections require the bidding entity itself to have been in continuous business operation for a minimum of 10 years, or can this requirement be satisfied by the demonstrated experience of the bidder's principal(s)/proposed key personnel, regardless of the legal entity's formation date?

Aug 25, 2026 4:43 PM

Answered by Patricia Youngblood: If Sections 6.1/6.2 specify that “the contractor,” “the firm,” or “the bidding entity” must meet the 10-year threshold, then the legal entity must have been in operation for at least 10 years. If the sections mention “demonstrated experience,” “combined organizational and staff qualifications,” or allow substitution with staff credentials, then the experience of the evaluator’s principal(s) or proposed key personnel may meet the requirement even if the business is newer.

Because the MS-WISEWOMAN Program evaluator role is specialized and focused on public health research, performance measures, and CDC reporting, procurement offices sometimes interpret these sections flexibly—as long as the proposed personnel clearly meet the experience standard needed to complete federal-level evaluation requirements.

Sep 10, 2026 12:58 PM

2. No subject

Aug 31, 2026 11:18 AM

Question: Please clarify the contract term as described in Section 1. December 1, 2026 through November 30, 2028, is 24 months, not 2 ½ years. Relatedly, please clarify the annual and total budget given the different timelines in Section 1.

RFQ No. 3140004671

Answered by Lavada Singleton: The annual amount is $50,000.00; if the contract period is less than a full year, the amount will be prorated accordingly.

3. No subject

Sep 1, 2026 9:47 AM

Question: The RFQ indicates: The Agency seeks to enter into a 2 1/2 year contract, at a yearly rate of $50,000.00 per year with a firm-fixed price for the aforementioned services. However, the dates provided – 12/01/2026-11/30/2028 – represent two years. Can you please clarify if the initial contract will be for two years or 2.5 years?

Sep 1, 2026 9:47 AM

Answered by Patricia Youngblood: The initial period of performance of any contract resulting from this RFQ will be 2 1/2 years, tentatively scheduled to begin on or about December 01, 2026, and to end on June 30, 2028

4. No subject

Sep 1, 2026 9:47 AM

Question: Is the contract amount for the initial period of performance $100,000 ($50,000 x 2 years) or $125,000 ($50,000 x 2.5 years)?

Sep 1, 2026 9:47 AM

Answered by Patricia Youngblood: The contract will entail an estimated total of $50,000 per annum, leading to a total contract value of $125,000 over the duration of 2.5 years.

5. No subject

Sep 1, 2026 10:01 AM

Question: Do bidders need to have a valid copy of the Secretary of State Registration in compliance with Mississippi Code Annotated 79-4-15.01 regarding authorization to transact business in Mississippi by the time they submit their response to this RFQ (as mentioned on 19 of the RFQ)? Or could it be obtained prior to contract execution?

Sep 1, 2026 10:01 AM

Answered by Patricia Youngblood: By submitting a Statement of Qualifications, the Vendor certifies that it is registered to do business in the State of Mississippi as prescribed by Mississippi law and the

Mississippi Secretary of State. Sole proprietors are not required to register with the Mississippi Secretary of State. (Must provide proof). A copy of the registration will be allowed. If awarded, a copy of your State registration showing good standing will be required.

6. Cost Section, Budget & Payment

Sep 1, 2026 1:54 PM

Question: RFP Text: Contract Type: Firm-Fixed Price Question: Does MSDH have a budget template that the bidders should upload and complete? If not, what should bidders include in the pricing of this project? Can bidders upload an Excel spreadsheet in Section 4 of the OpenGov portal?

Sep 1, 2026 1:54 PM

Answered by Patricia Youngblood: The contract will entail an estimated total of $50,000 per annum, resulting in a total contract value of $125,000 over 2.5 years.

7. No subject

Sep 1, 2026 9:49 AM

Question: Under Reporting & Visualization, there is mention of the contractor maintaining a secure data dashboard that is refreshed at least monthly. Does this dashboard already exist or would it need to be developed by the selected evaluation contractor?

Sep 1, 2026 9:49 AM

Answered by Lavada Singleton: No, it is to be developed by the selected evaluation contractor

8. No subject

Sep 1, 2026 9:48 AM

Question: Under Data Management & Analysis the RFQ states: Review, clean, and analyze program data (including CDC MDE) on a quarterly cycle, document methods and version control. How would the evaluation contractor access these datasets?

Sep 1, 2026 9:48 AM

Answered by Lavada Singleton: The monthly meeting with the Program Director/Manager will be a collaboration with the Program Evaluator on these efforts..

9. No subject

Aug 31, 2026 11:19 AM

Question: Would the optional hourly TA mentioned in Section 4 be in addition to the fixed price of the main contract?

Aug 31, 2026 11:19 AM

Answered by Lavada Singleton: No.

10. No subject

Aug 31, 2026 11:19 AM

Question: Please provide the detailed CDC deadlines and, if possible, the dates omitted from 4.2.A. If dates are uncertain at this point, please estimate based on previous years.

Aug 31, 2026 11:19 AM

Answered by Lavada Singleton: CDC required written appraisal reports and evaluations, which are conducted annually,

11. No subject

Question: Please specify the documentation of degrees, licenses, certificates, etc. in Section 6.2. For example, would photocopies of diplomas suffice, or is the expectation for bidders to supply unofficial (or official) transcripts of their highest relevant degrees? What is expected for certificate programs?

Aug 31, 2026 11:19 AM

Answered by Lavada Singleton: Highest level of education, certificates, and licensure copies. Proof of your educational background is required for this position.

12. No subject

Sep 1, 2026 9:54 AM

Question: How many in-person meetings with MS-WWP staff, partners or sub-grantees might be needed over the course of a year?

Answered by Lavada Singleton: It will be determined by the program director. Monthly meeting with the immediate MS-WWP staff. Quarterly with the partner/sub-grantee, or as needed.

13. No subject

Question: The RFQ indicates the budget allows for two overnight stays? Could you specify what this is in monetary terms?

Sep 1, 2026 9:54 AM

Answered by Lavada Singleton: The RFQ indicates that the budget allows for two overnight stays;

however, MSDH does not specify a fixed monetary amount for these travel costs. These costs are included in the fixed yearly rate ($50,000.00) and are not additional funds.The reimbursable rate for overnight travel is determined by the current State of Mississippi travel reimbursement policies, which include per-diem rates for lodging and meals. Bidders should calculate the estimated monetary value of two overnight stays using the state-approved lodging rate for the location of travel, along with the applicable meal per-diem. These rates are published by the Mississippi Department of Finance and Administration (DFA) and should be used to determine the allowable reimbursement amount.

14. No subject

Sep 1, 2026 9:49 AM

Question: Under Reporting & Visualization, there is mention of quarterly data briefs. Is there an existing template for these data briefs or would it need to be developed by the selected evaluation contractor?

Sep 1, 2026 9:49 AM

Answered by Lavada Singleton: No, it is to be developed by the selected evaluation contractor.

15. No subject

Question: Please clarify the expectations for the descriptions of a bidder’s facility and equipment to 7.1 Tab 7 – Service Plan. For example, if facilities are not relevant to the planned evaluation work (such as freight handling or trucks), can bidders note that those details are not applicable to the planned evaluation work?

Answered by Lavada Singleton: The Program Evaluator is required to maintain their own independent office space to support the administrative, analytical, and operational duties associated with the CDC WISEWOMAN Program. This ensures the evaluator has a dedicated, professional environment for conducting evaluation activities, maintaining secure storage of program documents, and protecting any sensitive or confidential information in accordance with HIPAA and MSDH standards. Having a separate office also allows the evaluator to manage their workflow, meet with stakeholders, and carry out both qualitative and quantitative evaluation tasks without relying on MSDH facilities or resources. This independence supports the evaluator’s ability to operate efficiently and maintain objectivity in their role.

16. No subject

Question: Please clarify the difference between monthly invoices and the payment schedule focused on completion of deliverables.

Aug 31, 2026 11:18 AM

Answered by Lavada Singleton: Monthly Invoices Monthly invoices are submitted to document expenses or activities that occurred during a specific month. These typically reflect ongoing, routine program costs such as staff time, supplies, or other approved expenditures. Payment for monthly invoices is processed based on the verification of those monthly activities and expenses. Payment Schedule Based on Deliverables The deliverable-based payment schedule is separate from monthly invoicing. Payments are issued only when specific program deliverables are completed and approved. Each deliverable has defined requirements and due dates. Once the deliverable is submitted, reviewed, and accepted, payment is released according to the established schedule.

17. No subject

Question: Does MSDH anticipate any CDC-sponsored recipient meetings that bidders should budget for during the contract term? If so, please provide details (even if tentative) to facilitate planning.

Aug 31, 2026 11:18 AM

Answered by Lavada Singleton: MSDH does not anticipate any CDC-sponsored recipient meetings that bidders will be required to attend during the contract term. If CDC requirements change, any mandatory meetings or trainings would fall under the program’s established fixed rate. This fixed rate is designed to cover all activities necessary to fulfill program obligations, including attendance at any required CDC-sponsored meetings should they arise. If such meetings are scheduled, the Program Director will communicate these updates directly, along with any expectations for participation.

18. No subject

Question: Please clarify the expectation for HIPAA compliance. For example, will the external evaluator have access to individual-level personal health information or only aggregate data about the patients within service providers partnering with MSDH?

Aug 31, 2026 11:18 AM

Answered by Lavada Singleton: MSDH requires full compliance with HIPAA regulations for all partners, contractors, and evaluators associated with the MS-WISEWOMAN Program. All parties handling program-related data must ensure that protected health information (PHI) is safeguarded according to federal privacy and security standards. Regarding data access, the external evaluator may have access to individual-level personal health information only if it is necessary for completing the evaluation and only after all appropriate data-use agreements, confidentiality requirements, and security measures are in place. Any access to PHI must follow strict protocols established by MSDH to ensure data protection and compliance.

19. No subject

Question: Under Method of Accountability, it states: The Data Analyst will collect assessments, evaluate the project, and disseminate data to the epi/evaluation team. Is the Data Analyst a member of the MSDH team? How would their role differ or compliment the role of the evaluation contractor?

Sep 1, 2026 9:54 AM

Answered by Lavada Singleton: Is the Data Analyst a member of the MSDH team? Yes. Data Analyst The Data Analyst focuses primarily on the technical and quantitative aspects of program data. Their responsibilities typically include: • Collecting, cleaning, and managing program data • Ensuring accuracy and completeness of required CDC data elements • Producing dashboards, summaries, and data reports

• Monitoring trends in blood pressure control, participation, referrals, and lifestyle intervention completion • Supporting sub-grantees with data entry issues or reporting system questions Their work ensures that the evaluation contractor receives high-quality, reliable data to support formal evaluation activities. Program Evaluator The Program Evaluator often works internally within MSDH or the organization administering the program. Their role includes: • Coordinating evaluation activities with the contractor • Reviewing evaluation tools, methods, timelines, and reports • Interpreting qualitative and quantitative data in the context of the program • Supporting continuous quality improvement initiatives (PDSA cycles, workflow improvements, fidelity monitoring) • Ensuring evaluation findings translate into practical recommendations for sub-grantees The Program Evaluator acts as a bridge between the evaluation contractor and the program, helping ensure evaluation activities align with CDC expectations and MSDH goals.

20. No subject

Sep 1, 2026 9:56 AM

Question: How many sub-grantees work with MS-WWP? Would the evaluation contractor need to work with each grantee to provide technical assistance around quality improvement cycles?

Sep 1, 2026 9:56 AM

Answered by Lavada Singleton: • Number of sub-grantees: 4 • Evaluator responsibilities: Yes, the contractor may need to work with each grantee if required for quality improvement and evaluation activities. Regarding the evaluator’s role, the evaluation contractor may need to work with each sub-grantee to provide technical assistance related to quality improvement cycles. This support would be required if the evaluation activities, reporting structure, or quality improvement processes call for direct collaboration with each grantee. MSDH will outline these expectations in the scope of work and guide as needed.

21. No subject

Sep 1, 2026 9:57 AM

Question: Would the evaluation contractor need to provide technical assistance to health systems to troubleshoot data submissions?

Sep 1, 2026 9:57 AM

Answered by Lavada Singleton: Not required

22. No subject

Sep 1, 2026 11:15 AM

Question: Under Evaluation Administration and Confidentiality, there is mention of an Annual Evaluation Report that is due by December 30 (annually). If an annual evaluation report is due to the CDC by Dec 30, 2026, would the evaluation contractor be responsible for writing this report?

Sep 1, 2026 11:15 AM

Answered by Lavada Singleton: The evaluator's scope requires this work. Yes.

23. Section 4 - Scope of Services C. Mixed-Methods Inquiry (Page 4 RFP)

Sep 1, 2026 11:17 AM

Question: RFP Text: “Design and carry out qualitative activities (e.g., key informant interviews, focus groups, brief surveys) with clients, providers, care teams, and community partners.” Question: Please clarify the expected mixed-methods scope, including the anticipated number of interviews, focus groups, and surveys; sampling expectations; whether the contractor must recruit, schedule, facilitate, record, transcribe, code, and analyze activities; and whether activities may be conducted virtually.

Sep 1, 2026 11:17 AM

Answered by Lavada Singleton: The evaluator for the CDC WISEWOMAN Program plays a key role in understanding how services are delivered. The evaluator designs and carries out qualitative activities to understand the context of program delivery, strengthen quality improvement, capture provider and participant perspectives, and ensure the MS-WISEWOMAN Program meets CDC requirements. These activities complement quantitative data and help MSDH make informed decisions to enhance program effectiveness

24. Tab 9 - Resumes for Key Staff (Page 19 RFQ)

Sep 1, 2026 11:26 AM

Question: RFQ Text: Tab 9 - Resumes for Key Staff* Provide a complete résumé of key vendor staff who will be assigned to render services to the Agency, including detailed information on any special training or designations. Specifically identify the executive who will serve as the primary contact for the Agency.

Provide each person’s total number of years of experience related to the services being requested in the RFQ. A. Team Qualifications: Resumes/CVs; roles; time allocation (FTE %). B. Relevant Experience: Up to five engagements; include outcomes, client references, and sample work (e.g., anonymized reports/dashboards). Question: Please clarify whether this response is three separate requests: 1.

Identify the executive who will serve as the primary contact for the Agency. 2. Include resumes/CVs that indicate roles and time allocation. 3. Include relevant experience on up to five engagements that include outcomes, client references, and sample work (e.g., anonymized reports/dashboards). Does MSDH require an executive of the company as the primary contact for the agency or can the bidder name a project manager as the primary contact for the agency? Client References are already requested in Attachment 3. Do you want bidders to include them with this response as well or is Attachment 3 sufficient?

Sep 1, 2026 11:26 AM

Answered by Lavada Singleton: Does MSDH require an executive of the company as the primary contact for the agency or can the bidder name a project manager as the primary contact for the agency?

Whoever is the primary point of contact for the bidder to relay information. Client References are already requested in Attachment 3. Do you want bidders to include them with this response as well or is Attachment 3 sufficient? Yes

25. Management Section (Part 1) (Page 16 RFP)

Sep 1, 2026 11:21 AM

Question: RFP Text: Tab 1 - Statement of Qualifications Cover Sheet (Attachment A) containing narrative questionnaire Question: Attachments C, E, and F were provided with the download package for the External Program Evaluator RFQ, but Attachment A was not. Can the MSDH please provide Attachment A for bidders, as MSDH’s OpenGov portal requires it to be uploaded in response 2.1 Tab 1 - Statement of Qualifications Cover Sheet (Attachment A)?

Sep 1, 2026 11:21 AM

Answered by Patricia Youngblood: Attachment A has been added.

26. Tab 7 - Service Plan (Page 18 RFP)

Sep 1, 2026 11:24 AM

Question: RFP Text: Address the following: Timeline - Based on the projects listed in Section 4, Scope of Services/Specifications, provide an estimated timeline for each project from design approval to delivery to an appropriate USPS postal facility. Question: Please clarify the difference between the Timeline requirement in Tab 7 and the Work Plan & Timeline requirement on page 17 Technical Section (Part 1).

Are they one in the same? If so, should the bidder include the Timeline with their response to Tab 7 or their response to Technical Section (Part 1)?

Sep 1, 2026 11:24 AM

Answered by Lavada Singleton: The Timeline requirement in Tab 7 and the Work Plan & Timeline requirement in the Technical Section (Part 1, page 17) are closely related, but they serve different purposes within the RFP structure. Tab 7 – Timeline Requirement Tab 7 is part of the required RFQ submission format. It typically asks for a high-level timeline that shows when major activities or deliverables will be completed. This section is meant to provide a quick reference that aligns with the overall RFQ tab structure. Technical Section (Part 1, page 17) – Work Plan & Timeline This section requires a comprehensive Work Plan, which includes a detailed timeline. The Work Plan & Timeline should explain how the bidder will carry out the tasks of the MS-WISEWOMAN Program, provide specific steps, responsible staff, milestones, and expected completion dates. Are they the same? Yes, they are related, but they are not identical. The detailed Work Plan & Timeline required in the Technical Section (Part 1) is more thorough and must show the bidder’s full proposed approach. Tab 7 is typically a summary version.

27. Technical Section (Part 1) (Page 17 RFP)

Sep 1, 2026 11:24 AM

Question: RFP Text: A. Cover Letter with authorized signatory. B. Approach & Methodology: Evaluation framework, equity integration, data management plan, and fidelity assessment plan. C. Work Plan & Timeline: Milestones aligned to Deliverables Schedule. Question: 1) Please clarify where bidders upload the Cover Letter, Approach & Methodology, and Workplan & Timeline documents. Should they upload these documents in MSDH’s OpenGov response area 3.1. Tab 3 - Scope of Services Confirmation? 2) Please provide more detail on what the MSDH expects bidders to include in the Approach & Methodology document.

Sep 1, 2026 11:24 AM

Answered by Lavada Singleton: Yes, in the MSDH’s OpenGov response, area 3.1. Tab 3 - Scope of Services

28. Section 7 – Tab 2: Minimum Bidder Requirements Confirmation (Page 17 RFP)

Sep 1, 2026 11:22 AM

Question: RFP Text: "A valid copy of a Master's degree or higher in Public Health, Healthcare Administration, Epidemiology, Biostatistics, or a related field." "A professional license, certificate, or documentation of advanced training..." Question: Please clarify the minimum qualification documentation requirements, including whether the 10-year experience requirement applies to the organization, proposed evaluator, or both, and whether the degree and separate license/certificate/advanced-training requirements must be satisfied by the proposed evaluator individually or by the proposed team collectively.

Sep 1, 2026 11:22 AM

Answered by Lavada Singleton: To meet the minimum qualifications for the CDC WISEWOMAN Program evaluator, bidders must provide documentation demonstrating compliance with all required experience, education, and training criteria. Ten-Year Experience Requirement The requirement for at least ten (10) years of relevant experience applies to the proposed evaluator who will lead the evaluation activities.

This includes experience in program evaluation, chronic disease or cardiovascular health initiatives, public health data management, quality improvement, or other related fields Shown by the individual evaluator responsible for conducting and overseeing the evaluation. Educational Degree Requirement The required degree must be satisfied by the proposed evaluator, not collectively by the team. The evaluator must hold the minimum educational credential stated in the RFQ. License, Certificate, or Advanced-Training Requirement Any required license, certification, or advanced training must also be met by the proposed evaluator individually. Team-based qualifications may strengthen the proposal, but they do not substitute for the evaluator meeting the minimum required credentials on their own. The supporting team members can enhance the proposal but cannot replace the evaluator’s required minimum experience, degree, or training.

29. Section 4 – Scope of Services Deliverables Meetings (In-Person and Virtual), Communication, and Technical Assistance (Page 7 RFP)

Sep 1, 2026 11:20 AM

Question: RFP Text: The current budget allows for 2 overnight stays and 718.4 miles for travel. However, if more travel is required, the evaluator is amenable to any travel required by the project to facilitate its success. The evaluator is also available “as needed” virtually through Zoom, via conference call (MS Teams), and cell phone, and will return all messages within 24 hours, including weekends (SOW#A2).

Travel will be reimbursed at the approved Federal Rate. Question: Is this funding to be included in the proposed budget, or should this be considered separate from the $50,000 per year budget? Is this funding per year or for the entirety of the contact?

Sep 1, 2026 11:20 AM

Answered by Patricia Youngblood: Is this funding to be included in the proposed budget, or should this be considered separate from the $50,000 per year budget? Yes, in the proposed budget of $50,000.00 Is this funding per year or for the entirety of the contract?

30. Section 6 - Minimum Vendor Qualifications (Page 12 RFP)

Sep 1, 2026 11:21 AM

Question: RFP Text: Highly proficient in the Award Management Program (AMP), REDCap, EPIC MSDH digital platform. Question: Please clarify the system and software requirements related to AMP, REDCap, and the EPIC MSDH digital platform, including whether prior experience with these specific systems is required, whether comparable platforms are acceptable, and whether MSDH will provide system access, onboarding, or training for the selected contractor.

Sep 1, 2026 11:21 AM

Answered by Lavada Singleton: All these systems are familiar/used by a program evaluator with 10-plus years of experience with the Centers for Disease Control and Prevention.

31. Section 4 – Scope of Services (Page 4 RFP)

Sep 1, 2026 11:19 AM

Question: RFP Text: "Perform fidelity assessments for priority interventions (e.g., SMBP) and generate improvement recommendations." Question: Please clarify the anticipated fidelity-assessment scope, including priority interventions and sites, expected methods and frequency, available implementation documentation, and whether the evaluator is expected to conduct fidelity-assessment activities or analyze fidelity information already collected by MSDH or participating sites.

Sep 1, 2026 11:19 AM

Answered by Lavada Singleton: To analyze fidelity information already collected by MSDH or participating sites.

32. Section 4 – Scope of Services B. Data Management & Analysis D. Reporting & Visualization F. Compliance & Documentation (Page 4 RFP)

Sep 1, 2026 11:18 AM

Question: RFP Text: "Review, clean, and analyze program data (including CDC MDE) on a quarterly cycle..." "Maintain a secure dashboard (Power BI preferred) refreshed at least monthly..." "Execute and follow DUAs, BAAs (if applicable), and secure data transfer protocols." "Maintain SOPs for data management, privacy, and reporting..." Question: Please describe the available data and dashboard environment, including authoritative data sources, current databases and platforms, historical data availability, data access methods, dashboard hosting expectations, and whether analysis will occur within an MSDH-managed environment or require contractor-managed data storage and infrastructure.

Sep 1, 2026 11:18 AM

Answered by Lavada Singleton: Requires contractor-managed data storage and infrastructure.

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