HSS26017-STRPLANDEV-qa.pdf

Delaware Health And Social Services

OFFICE OF THE SECRETARY

PROCUREMENT

DATE: September 22, 2025

HSS-26-017

DHSS STRATEGIC PLAN DEVELOPMENT

FOR THE

OFFICE OF THE SECRATARY

Date Due: October 10, 2025 @ 1:00 PM EST

ADDENDUM # 1 Please Note: Questions & Answers

THE ATTACHED SHEETS HEREBY BECOME A PART OF THE ABOVE-

MENTIONED RFP.

Eddie Mui

Management Analyst III

(302) 255-9291

Kim Ritter

Social Services Chief Admin – Office of the Secretary Kim.Ritter@delaware.gov

HSS-26-017 - DHSS STRATEGIC PLAN DEVELOPMENT

Public Q&A

1. Minimum Mandatory Requirements clarification

Aug 27, 2025 2:16 PM EDT

The Minimum Mandatory Requirements section for the bid posting on Euna lists the following item: “Does the Bidder have a supplier diversity plan currently in place?” However, the RFP has no mention of this requirement. Please clarify if a supplier diversity plan is required for the submission.

Supplier Diversity Plan is “optional” and if you have one, please upload along with your Proposal/Executive Summery.

If you do not have a Supplier Diversity Plan, it will not impact the scoring of your bid submission.

2. Minimum Mandatory Requirements clarification

Aug 27, 2025 2:16 PM EDT

The Minimum Mandatory Requirements section for the bid posting on Euna lists the following item: “Does the bidder have any diverse Sub-contractor(s) as outlined in Attachment 8 Tier II Sub-contractor(s)?” However, the RFP only has six attachments. Please clarify whether diverse subcontractors are required under this procurement.

Please refer to Attachment 8 – “Office of Supplier Diversity” report on page 49 of the RFP document.

This is a report the awarded vendor(s) will submit when services have begun.

3. Minimum Mandatory Requirements clarification

Aug 27, 2025 2:16 PM EDT

The Minimum Mandatory Requirements section for the bid posting on Euna lists the following item: “Does Confidentiality Form - Attachment 4 the bidder have a written inclusion policy in place? If yes, please attach a clearly identifiable copy of the inclusion plan to your proposal.”

However, the RFP makes no mention of an inclusion plan. Please clarify.

The Inclusion Policy is for informational purposes and if you have one, please upload with your proposal/executive summary.

If you do not have an Inclusion Policy, it will not impact the scoring of your bid submission.

4. Current strategic plan

Sep 05, 2025 12:10 PM EDT

Is there a current strategic plan in place? If so, can you share it or point me to its location.

DHSS does not currently have a strategic plan in place. We previously worked with a vendor to develop a strategic plan in 2019, but it was not implemented due to the COVID-19 pandemic and the resulting impact on resources.

5. Metrics

Sep 05, 2025 12:11 PM EDT

Do you have a report with current metrics/outcomes based upon the current strategic plan? If so, can you share it.

DHSS does not currently have a strategic plan in place. We previously worked with a vendor to develop a strategic plan in 2019, but it was not implemented due to the COVID-19 pandemic and the resulting impact on resources.

6. Previous/current vendor

Sep 05, 2025 12:12 PM EDT

Do you have an existing or previous vendor who developed a strategic plan? If so, are they doing any work currently around the plans implementation?

DHSS does not currently have a strategic plan in place. We previously worked with a vendor, Health Management Associates (HMA), to develop a strategic plan in 2019, but it was not implemented due to the COVID-19 pandemic and the resulting impact on resources.

7. Resource availability

Sep 05, 2025 12:13 PM EDT

Based upon the current timeline - there will likely be the need for key DHSS stakeholders to be available and engaged. Is there a commitment to these individuals having the time available and approximately how many key internal stakeholders at the leadership level will be engaged?

DHSS is committed to providing the necessary resources for a successful strategic plan, including the availability of key stakeholders to contribute time and feedback. We plan to have leadership from all Divisions participate in the planning process.

8. Strategic plan timeframe

Sep 05, 2025 12:15 PM EDT

What is the desired timeframe for the plan to start - implementation date? How many years are desired - 1,3,5?

As stated in the RFP, DHSS requests completion of the strategic plan by August 2026. We anticipate that the implementation plan will be 3 to 5 years, depending upon the goals set and the resources that are identified to meet the goals.

9. Number of awards

Sep 05, 2025 12:16 PM EDT

Are you looking at awarding this RFP to 1 vendor or multiple?

We plan to award the RFP to 1 vendor.

10. RFP Questions: Scope of Services, Implementation and Deliverables, Budget and Resources, General and Administrative

Sep 08, 2025 5:57 PM EDT

Scope of Services

(a) What is the specific existing infrastructure that DHSS wants to be reviewed as part of the project?

The existing Divisions within our Department as outlined within the RFP and the resources available within those Divisions.

(b) What are the key internal and external stakeholders that the vendor should engage with during the needs assessment and strategic planning process?

Internal stakeholders include DHSS employees and leadership. External stakeholders include DHSS service recipients/clients, contractors, service providers, other state and local government agencies, and Delawareans as a whole.

(c) Can you provide more detail on the "meaningful data" you expect to be utilized in the needs assessment?

Meaningful data includes feedback from stakeholders, performance data, audit findings, legislative requirements, resource allocation and availability, budget availability and constraints, and qualitative and quantitative metrics.

(d) What specific metrics or outcomes will be used to evaluate the success of the strategic plan after its implementation?

This will be dependent on the goals that are set. Ideally, the outcomes for success will be determined as part of the strategic plan, as they must be measurable.

Implementation and Deliverables

(e) Can you elaborate on the expectations for the "change management plans" and "meaningful communication plan" deliverables?

The expectation is that the vendor chosen for the project will develop as part of the implementation plan, a plan for addressing successful change management within the Department and a successful method of communicating the implementation plan and ongoing communications within DHSS from the top down so that all employees are aware and engaged.

(f) What is the expected format and level of detail for the final strategic plan and the implementation plan?

The expectation is a well-executed plan that includes clear goals and outlines a specific plan to accomplish those goals via an effective implementation plan. Any reallocation of resources needs to be clearly defined and substantiated.

(g) Is there a preferred project management methodology (e.g., Agile, Waterfall) that DHSS would like the vendor to follow?

No; however, since we do not already have a clear direction or goals outlined, an agile methodology may work best.

(h) Are there any specific DHSS personnel who will be dedicated to assisting the vendor with the project, and what are their roles?

That has not yet been determined.

Budget and Resources

(i) The RFP states a budget of up to $500,000; what is the breakdown of how this budget should be allocated across the different project phases (e.g., assessment, planning, implementation)?

The $500,000 budget is dedicated to the assessment, planning, and development phase which includes delivery of the strategic plan and implementation plan, but not the implementation work.

(j) Is the allocated budget for the initial strategic plan development phase only, or does it also include a portion for the optional one-year renewal for implementation?

The $500,000 budget is dedicated to the assessment, planning, and development phase which includes delivery of the strategic plan and implementation plan, but not the implementation work.

(k) Are there any reimbursable expenses in addition to the fixed fee?

No.

General and Administrative

(l) Are there any specific federal, state, or local regulations beyond those mentioned in the RFP (such as HIPAA) that the vendor needs to be particularly mindful of during this project?

Each Division has responsibility for adhering to various federal and state regulations as well as meeting state and federal requirements. Those will be shared during the assessment phase by each Division.

(m) For the "Business References" section (Attachment 5), can a reference be from an entity that is a current or previous DHSS customer, as long as the contact is not a State of Delaware employee?

Yes, you can use a current or previous DHSS customer, but NOT a State of Delaware employee.

(n) Given the strict prohibition on direct contact with state employees, who should the vendor contact if a technical issue arises with the Euna Procurement Portal that cannot be resolved through Bonfire support?

Bonfire support should be able to resolve any Bonfire related issues. However, if you cannot resolve the issue, please send email to DHSS_DMS_dmsprocure@delaware.gov.

Please be mindful of the timeline so that your questions can be addressed and answered.

(o) The RFP mentions that subcontractors will not be permitted for this project, but Attachment 6 is titled "Subcontractor Information Form." Can you clarify if the use of subcontractors is allowed, and if so, under what circumstances?

Bids should come from a “primary contractor” ONLY. We are not interested in a bid if you are going to be a “subcontractor” looking to attach yourself to a primary provider.

11. Needs Assessment & Environmental Scan

Sep 08, 2025 6:00 PM EDT mailto:DHSS_DMS_dmsprocure@delaware.gov

(a) What is the current state of DHSS’s service delivery infrastructure, including clinical, administrative, and community-facing functions?

DHSS provides a wide array of services to Delawareans through our Divisions as outlined in the RFP. Services provided vary by Division, but collectively, DHSS provides financial benefits, medical benefits, services related to aging, mental health, visual impairments, & substance use, clinical services related to medical needs and public health, and various administrative services related to regulatory, operational and social services.

(b) What performance indicators (e.g., quality metrics, utilization rates, patient satisfaction, social determinants of health measures) are already being tracked?

Each Division is tracking optional internal data as well as metrics required by grants, legislation, and regulations. DHSS also compiles a monthly dashboard report.

(c) What internal and external benchmarks (state, regional, or national) should be used in the environmental scan to assess organizational effectiveness?

External benchmarks will need to be determined and will be dependent on the Division and the services provided.

12. Funding Questions, Event Logistics and Planning, Submission Documents Clarity

Sep 08, 2025 6:24 PM EDT

Funding Questions

(a) Can the DTI provide further details on the grant funding for this project?

Funding for this project has been allocated through state funds.

(b) Are there any specific expectations for subcontractors beyond what is outlined in the RFP, such as a formal subcontractor agreement that needs to be submitted with the proposal?

The contractor and subcontractor relationship is between those parties. The “primary” contactor is fully responsible for the performance of its subcontractors.

(c) The RFP requires a "percentage breakout for each of the following deliverables". It would be helpful to confirm if DIDS also requires a detailed cost proposal beyond these percentages, such as a breakdown of labor rates, material costs, and other expenses.

Information that has not been specifically requested in the RFP is not required.

Event Logistics and Planning

(d) The RFP states the vendor is responsible for "Budget management" for the annual conference. Could the DTI provide an estimated budget range for this event to help us prepare a realistic proposal?

There is no requirement for an annual conference in this RFP. You may be referencing a sample document.

(e) What is the DTI's vision for the annual conference? Is there a specific theme or goal for the event that the vendor needs to align with?

There is no requirement for an annual conference in this RFP. You may be referencing a sample document.

(f) How will the vendor and the DIDS team collaborate on the agenda and content to ensure it is relevant and engaging?

There is no requirement for an annual conference in this RFP. You may be referencing a sample document.

(g) What is the anticipated audience size and demographic for the conference?

There is no requirement for an annual conference in this RFP. You may be referencing a sample document.

(h) The RFP mentions a "DIDS Annual retrospective." Can the DTI provide more details on what this entails and what information should be included?

There is no requirement for a “DIDS Annual retrospective” in this RFP. You may be referencing a sample document.

(i) What kind of interactive content and audience engagement is the DTI looking for? Are there any specific examples from past events that the DTI can share?

There is no requirement for a “DIDS Annual retrospective” in this RFP. You may be referencing a sample document.

Submission Documents Clarity

(j) The RFP specifies a 60-page limit for the proposal, excluding required forms and the milestone payment schedule. What specific documents are considered "Required Forms" beyond those listed in Appendix B?

Required information is outlined in section III. Minimum mandatory submission requirements are outlined in Appendix A and scope of work and technical requirements are outlined in Appendix B.

13. Section II, Scope of Services

Sep 09, 2025 6:21 PM EDT

Page 2–3 / Appendix B; The scope includes “surveys, interviews, and focus groups” with DHSS stakeholders. Will DHSS facilitate access to internal staff and stakeholders for data collection (e.g., scheduling focus groups/interviews), or will this responsibility rest solely with the awarded vendor?

DHSS will facilitate access to internal and external stakeholders, but scheduling responsibility for focus groups shall be the responsibility of the selected vendor.

14. Section II, Scope of Services – Project Allocation

Sep 09, 2025 6:21 PM EDT

Page 3; The RFP indicates up to $500,000 is allocated for this project (November 2025–August 2026). Can the State confirm whether the $500,000 allocation is intended to cover all project phases, including assessment, plan development, and implementation plan design, or only the initial phases?

The $500,000 budget is dedicated to the assessment, planning, and development phase which includes delivery of the strategic plan and implementation plan, but not the implementation work.

15. Section III.A.1, Minimum Requirements

Sep 09, 2025 6:22 PM EDT

Page 3; The RFP requires vendors to provide Delaware license(s) and/or certification(s) necessary to perform services. Other than being a business registered in the State of Delaware, are there any additional state licenses, registrations, or certifications required to be eligible for award?

No other licenses are required, but minimum submission, experience, and technical requirements as outlined in the RFP must be met.

16. Section IV.B.13, Sub-Contracting (see also Section VII, Attachments – Attachment 6)

Sep 09, 2025 6:23 PM EDT

Page 11; see also Section VII; Section IV.B.13 states, “The use of subcontractors will not be permitted for this project.” However, Section VII (Attachments) indicates that “Attachment 6 must be included in your proposal if subcontractors will be involved.” Can the State confirm whether subcontractors are permitted for this project? If subcontractors are not allowed, does this restriction also apply to 1099 Independent Contractors engaged directly by the prime vendor?

The State of Delaware is only interested in bids submitted by a “primary” contractor.

Please refer to reply to question 10.(o) noted above.

17. Section IV.C.2, Evaluation Criteria

Sep 09, 2025 6:23 PM EDT

Page 16; The evaluation criteria weight experience (40%), personnel (25%), implementation plan (25%), and cost (10%). Will the State provide additional clarification on how cost proposals will be evaluated? For example, will cost realism or alignment with the allocated budget be factors in the evaluation?

Cost will be evaluated on the detail provided of all costs and alignment with the stated goals of this RFP.

18. Section V.C.1, General Information – Contract Term

Sep 09, 2025 6:24 PM EDT

Page 18; The contract term is stated as November 2025 through August 2026, with a one-year renewal option dependent on budget. Can DHSS clarify whether the optional renewal is intended for ongoing implementation support of the strategic plan, and if so, what type of services are anticipated under the renewal?

The optional renewal is anticipated for implementation work in meeting the objectives of the strategic plan. The type of services will be dependent upon the goals of the strategic plan.

19. Section V.G.8, Insurance Requirements

Sep 09, 2025 6:25 PM EDT

Page 23-26; The solicitation includes specific insurance requirements (e.g., professional liability, commercial general liability, automobile liability). Will the State consider modifications to insurance requirements for vendors without State-furnished vehicles or direct service delivery, or must all listed coverages be maintained regardless of scope applicability?

If no vehicle(s) are required for this RFP, then, no coverage is needed. This is part of the standard language noted for ALL RFPs issued by DHSS. Please note on your proposal.

20. General Procurement Considerations

Sep 09, 2025 6:25 PM EDT

Are there any small business set-asides, subcontracting goals, or diversity participation goals (e.g., WBE/MBE/VBE) associated with this solicitation?

No.

21. Can the Agency confirm that subcontractors are not allowed on responses to this

RFP?

Sep 10, 2025 11:19 AM EDT

The language added to the body of RFP contradicts (subs not allowed) with the general terms and conditions.

The use of “subcontractors” are noted throughout the RFP document. However, as stated on page 11 of the RFP document, “The use of subcontractors will not be permitted for this project”.

22. Purposes of the communication plan

Sep 10, 2025 2:38 PM EDT

What are the desired purposes of the requested communication plan? Has DHSS identified critical target audiences it would like to reach?

We would like to develop an effective communication plan to disseminate necessary information regarding the strategic plan, implementation efforts, and change management from leadership to employees at all levels of the Department.

23. Timeline & Milestones

Sep 11, 2025 9:40 AM EDT

In the ten-month project tenure (November 2025 to August 2026), are there key milestones and timeframes to achieve?

This will be determined as part of the project management process.

24. Steering Committee

Sep 11, 2025 9:40 AM EDT

Per the 2020 plan, will there be a similarly sized and comprised Steering Committee (directors and deputy directors of Office of Secretary and 11 Divisions resulting in 20-25 members?)

Potentially. We would seek advice from the awarded vendor on size of the committee.

25. SWOT Process

Sep 11, 2025 9:41 AM EDT

What do you consider the Strengths and Weaknesses of the 2020 Strategic Plan and Process?

It is difficult to articulate as DHSS was unable to move toward implementation.

26. Deliverables

Sep 11, 2025 9:42 AM EDT

Are you expecting an External-facing report of the Strategic Plan and an Internal-facing report with the Monitoring and Evaluation plan included?

Yes.

27. Subcontracting

Sep 11, 2025 9:43 AM EDT

The RFP gives instructions on using subcontractors in section 13, “Sub-Contracting,” but includes a line item that says “The use of subcontractors will not be permitted for this project.”

Could you clarify whether subcontractors can or cannot be used for this project?

Please refer to the reply on question 21.

28. Stakeholders Input

Sep 11, 2025 9:43 AM EDT

Is there a desire for more external/resident and/or provider input in this five-year plan (vs. the 2020-2025 version)?

DHSS would likely benefit from additional provider input.

29. Appendix B

Sep 11, 2025 11:17 AM EDT

I selected download all files. The folder doesn't include a file called Appendix B (Scope of Work and Requirement). Is it in a separate section?

Appendix B provide the full Scope of Work and is included in the “Request for Proposal” document under “Supporting Documentation”, “HSS-26-017 - DHSS Strategic Plan Development

- Final.docx”. There is NO separate file provided.

30. Pricing

Sep 11, 2025 8:19 PM EDT

The RFP notes an option period. Could DHSS clarify what is expected to be delivered during this option period? Should vendors include pricing for the option period in the current proposal submission?

The optional renewal period is reserved for implementation work. Pricing is not required at this time.

31. Pricing

Sep 11, 2025 8:21 PM EDT

Will this contract be awarded as Time and Materials or Firm Fixed Price? Are there specific instructions vendors need to follow for pricing?

Firm fixed price. There are no instructions for pricing and vendors are encouraged to use their own format.

32. Scope

Sep 11, 2025 8:21 PM EDT

Could DHSS provide additional context regarding specific challenges, drivers, or recent events that prompted the need for this effort at this time?

DHSS recognizes the need for a structured process to define direction, set goals, and allocate resources to effectively achieve goals. The lack of a current strategic plan is not allowing us as an agency to perform as best we can. The landscape of services has changed dramatically over the past five years and DHSS is currently not agile enough to make internal changes to reflect the new landscape. A strategic plan can help with that.

33. Scope

Sep 11, 2025 8:23 PM EDT

The RFP references a strategic plan. Could DHSS clarify whether the expectation is for (a) a plan that provides recommendations along with strategies for how those recommendations will be implemented versus (b) an organizational strategic plan that includes mission, vision, and long-term goals?

The expectation is for development of a strategic plan that sets future goals (short-term and long-term) that are meaningful, attainable, and measurable and also sets out a plan for implementation of those goals.

34. Requirements

Sep 11, 2025 8:23 PM EDT

In the Proposal Requirements section, the RFP states:

“Provide Delaware license(s) and/or certification(s) necessary to perform services as identified in the scope of work.

Prior to the execution of an award document, the successful Vendor shall either furnish the Agency with proof of State of Delaware Business Licensure or initiate the process of application where required.”

When vendors submit their proposal, will DHSS accept proof that the application for licensure has been initiated, or is it sufficient for vendors to state that the application will be submitted upon notice of intent to award?

DHSS will not require a Delaware Business License or a Certificate of Insurance when submitting your bid. However, if you are selected/awarded, you will be required to have both as part of the contracting process and to begin services.

35. Scope

Sep 11, 2025 8:24 PM EDT

Could DHSS provide clarification on what is meant by outcome measures in the scope of work?

Methods to evaluate success in implementation of goals and assess project completion.

36. Duration of new strategic plan

Sep 12, 2025 8:53 AM EDT

How long does DHSS expect the next strategic plan to serve for? Will this be a 5 year plan?

37. Availability of workforce information

Sep 12, 2025 8:53 AM EDT

Does DHSS have workforce information in a centralized place? If so, does it include for all full-time, part-time staff and contractors?

Yes, the Department can access workforce information. It includes full-time and casual/season staff. Contractor information will need to be provided by the divisions.

38. Staff at DHSS

Sep 12, 2025 8:54 AM EDT

What staff from DHSS (and in what capacity) will be available to the project team for data gathering? For interviews, surveys, focus groups, how will the vendor get access to and communicate with staff throughout DHSS?

Internal stakeholders will be made available to the vendor for virtual meetings and questions via email.

39. Engaging with recipients of DHSS programs, industry partners

Sep 12, 2025 8:54 AM EDT

How does DHSS expect the vendor to engage with recipients of program benefits, industry partners, and other external stakeholders? Will DHSS support the vendor in access?

DHSS will support access to external stakeholders.

40. Considerations for timeline

Sep 12, 2025 8:55 AM EDT

Are there any key milestones to consider in the timeline provided for the project (start in November of 2025 and to be completed by August 2026)?

None that have been identified at this time.

41. Proposal format preference

Sep 12, 2025 8:55 AM EDT

Is there a preferred format for responding to the RFP (word doc, PPT/pdf, etc.)?

We prefer the format requested under “Type”. For those noted as “File Type: Any (.*), please submit the format as noted under “Name” of the requested submission.

42. Stakeholder engagement

Sep 12, 2025 8:56 AM EDT

How many stakeholders/staff are expected to be a part of the surveys, interviews, and focus groups? Does DHSS have a target?

DHSS currently does not have a target, and it has not been determined yet. Ideally, each division should have representation.

43. Communication tools

Sep 12, 2025 8:57 AM EDT

(a) What meeting, engagement, or communication tools does DHSS currently leverage internally?

Microsoft Teams meetings and channels for collaboration, email, newsletters, town halls

(b) What about with external industry partners, program recipients, and other external stakeholders?

Social media, press releases, mail/email, public meetings

44. Onsite expectations

Sep 12, 2025 8:58 AM EDT

How much of the work can be performed remotely? What are the on-site requirements for this work?

There are no on-site requirements for this work if meetings and focus groups can be successfully held virtually.

45. General

Sep 12, 2025 9:02 AM EDT

Is there an incumbent for this work? If so, who is that incumbent and what is the total contract value? Is the incumbent eligible to bid on this work?

46. General

Sep 12, 2025 9:04 AM EDT

If possible, please provide the comprehensive set of bidder questions and the Division’s answers for this solicitation.

The official reply to all questions is posted—as a public document.

47. General

What amount of time do you expect the vendor to work onsite?

There is no requirement to work onsite.

48. Evaluation Criteria Weight

Is our scope of work proposal response part of the State’s evaluation criteria? If yes, what is the weighting?

Criteria weight is noted on page 16 of the RFP document.

49. Scope of Work; Page 3, Section 3, Required Information, Question A.2

Sep 12, 2025 9:05 AM EDT

The RFP states “Vendor shall provide responses to the Request for Proposal (RFP) scope of work”. How does the State want us to structure our response? For example, should we respond separately to each individual scope of work activity and task?

That is at the discretion of the vendor, as long as each requirement is addressed and met.

50. Project Staffing; Page 53, Appendix B, Scope of Work and Technical Requirements, Question 2

Sep 12, 2025 9:06 AM EDT

The RFP states “Qualification and Availability: Describe your organization’s personnel structure that is necessary to provide the services outlined in this RFP.” Should vendors describe their proposed staffing team in this section or as part of our scope of work response?

Please include an overview of your organization chart that you intend to include in response to this RFP in your proposal/executive summary. Highlight key contributors and their qualifications if possible.

51. Focus Groups; Page 3, Section II, Scope of Services

Sep 12, 2025 9:06 AM EDT

The RFP states “Assess: Conduct needs assessment and analysis to include surveys, interviews, and focus groups and utilize meaningful data to inform decisions.” Who is the intended audience for “focus groups”? Does this include both internal and external stakeholders?

Both internal and external stakeholders.

52. Resource Allocation; Page 3, Section II, Scope of Services

Sep 12, 2025 9:07 AM EDT

The RFP states “Optimize resource allocation: Ensure that resources are allocated in a way that maximizes efficiency and effectiveness and supports the provision of high-quality services in Delaware.” How does the State define “resource allocation”? Is it referring to the use of State staffing or the use of State/Federal dollars?

Resources refer to employees and budget allocation.

53. RFP Purpose

What prompted the State to pursue this RFP (e.g., a legislative requirement)?

DHSS recognizes the need for a structured process to define direction, set goals, and allocate resources to effectively achieve goals. The lack of a current strategic plan is not allowing us as an agency to perform as best we can.

54. RFP Purpose

Is the State looking for the vendor to identify cost savings as part of this work?

Potentially.

55. RFP Purpose

Sep 12, 2025 9:08 AM EDT

In 2020, DHSS released a strategic plan titled “Achieving the Vision: Person-Centered Health and Humans Services in Delaware”. Is the work under this new RFP intended to operationalize select goals and objectives outlined in this report? How is the work under this RFP different than what is included in DHSS’s previous strategic plan?

DHSS was not able to implement any goals in the 2020 strategic plan due to the COVID-19 pandemic and a resulting lack of resources. Our agency landscape, service requirements, and resources have changed since that time, and we recognize the importance of starting the strategic planning process with a new needs assessment.

56. RFP Scope; Page 2, Section II, Scope of Services

Sep 12, 2025 9:08 AM EDT

The RFP states “DHSS is seeking vendors to perform strategic planning services to the Department of Health and Social Services to include a comprehensive review of existing DHSS infrastructure and resource allocation”. Is the state looking for vendors to propose different organizational models/charts for all Divisions within DHSS as a part of the Strategic Plan development?

Potentially. However, any agency restructuring will require legislative proposals and revisions.

57. Questions - Health Management Associates, Inc.

Sep 12, 2025 9:09 AM EDT

Hello, Please see our questions below for this opportunity:

(a) Can the DHSS clarify its expectations for stakeholder engagement facilitation — specifically, what portion of these activities should be conducted in-person versus virtually?

That is at the discretion of the vendor.

(b) Will the DHSS provide guidance or lists of required stakeholder groups to be engaged, or will the vendor be responsible for identifying and recruiting participants?

DHSS will assist with providing access to internal and external stakeholders.

(c) For stakeholder engagement activities such as focus groups, surveys, and interviews, what level of assistance will the Department provide in facilitating outreach and communication with target stakeholders?

To be determined.

(d) Does the Department have an anticipated number of stakeholder engagement sessions (e.g., focus groups, town halls, advisory meetings) or a preferred frequency for such activities?

To be determined.

(e) To what extent will the Department make available existing needs assessments, improvement plans, or stakeholder feedback reports?

Existing reports can be made available.

(f) Are there concurrent Department or state-level initiatives (e.g., task forces, state health assessments, division strategic plans) that the vendor should align with to avoid duplication and maximize synergy?

This will vary by Division and information sharing will occur during the assessment phase.

(g) Beyond standard reports, does the Department have preferences for deliverable formats (e.g., dashboards, public-facing summaries, technical appendices) to meet varying stakeholder needs?

We prefer documents that are easy to read, concise, and meaningful.

(h) Does the Department have established assumptions around reimbursable costs for participant travel, participant incentives, or technology platforms used in stakeholder engagement?

DHSS does not plan to offer reimbursements for stakeholder engagement.

Thank you.

58. RFP Scope of Services - Pages 2-3

Sep 12, 2025 10:13 AM EDT

How many staff are included in the department?

DHSS has over 4,000 full-time employees.

59. RFP - Scope of Services Page 2-3

Sep 12, 2025 10:14 AM EDT

How many processes, procedures, etc. exist that would be part of the review?

This will be dependent upon the specific Division.

60. RFP - Scope of Services Page 2-3

Sep 12, 2025 10:14 AM EDT

How much of the department's processes, procedures, etc. are currently documented in word, Vizio, or otherwise?

DHSS policies are currently in Word/PDF and shared on an intranet webpage and through email.

61. RFP - Scope of Services Page 2-3

Sep 12, 2025 10:15 AM EDT

Does the department have a current Change Management Plan and Communication Plan that is being utilized?

No. A strategic communications plan is currently being developed.

62. RFP - General

Sep 12, 2025 10:15 AM EDT

Is travel anticipated or is remote work acceptable?

Remote work is acceptable.

63. RFP Evaluation Process, # 5 Oral presentations

Sep 12, 2025 10:28 AM EDT

Will the oral presentations be held in person or virtually?

Oral presentations are not necessary and if required will be done remotely via TEAMS.

64. Interviews and Focus Groups

Does DHSS have an estimate of the number interviews and focus groups required?

To be determined.

65. Engaging External Stakeholders

Does DHSS anticipate the contractor engaging stakeholders outside DHSS via interviews, focus groups, surveys, etc.? If so, for which?

Focus groups and surveys, although individual interviews could occur.

66. Workshops/Steering Committee

Sep 12, 2025 10:29 AM EDT

How many attendees would you anticipate participating in strategic planning workshops/Steering Committee

To be determined, based on recommendations from the successful bidder.

67. Steering Committee members

Sep 12, 2025 10:31 AM EDT

Have Steering Committee members already been identified and onboarded?

None at this time.

68. Environmental Analysis and Needs Assessment

Sep 12, 2025 10:31 AM EDT

Will the environmental analysis/needs assessment be internal, external, or both internal and external focused?

Both.

69. Strategic Plan deliverable

Sep 12, 2025 10:32 AM EDT

Is DHSS' anticipated output of the requested Strategic Planning support similar to the DHSS 2019/2020 Strategic Plan document?

We anticipate the inclusion of a more developed implementation plan.

70. How to fill in "State of Delaware License Number" field without a State of Delaware Business License

We will apply for a State of Delaware Business License if awarded this contract, however, given that we do not have a license number yet, what should we enter in the field “State of Delaware License Number” in Attachment 2, Non-Collusion Statement?

Please enter “to be provided” under “State of Delaware License”.

71. Use of AI

Will DHSS allow the use of AI in support of the project (e.g., interview transcripts and synthesis)

AI can be made available if necessary.

72. Scope of Needs Assessment

Sep 12, 2025 10:33 AM EDT

Please describe more details about the scope of the requested needs assessment? What level of analysis is expected?

The needs assessment must be thorough enough to inform decisions regarding the strategic planning process so that appropriate and meaningful goals can be developed.

73. Expectations for Surveys, Interviews, and Focus Groups

Sep 12, 2025 10:33 AM EDT

Are there expectations regarding the lengths and scope of the requested surveys, and the number of interviews and focus groups? Which stakeholders or populations will be surveyed, interviewed, or used for focus groups?

74. Reference Eligibility of State Employees Outside of Delaware

Sep 12, 2025 10:35 AM EDT

Regarding Attachment 5 – Business References, the form states “Please do not list any State Employee as a business reference.” Does this refer solely to State of Delaware employees or to any State employee across the United States?

Only relating to the State of Delaware state employees.

75. Confidential Information/Attachment 4

RFP Section IV, B.11 (Page 9) notes that any requests for redacting confidential information must be submitted via letter from a legal counsel. Attachment 4 is a required form and appears that we, as a firm, can request confidential and proprietary information to be withheld. If we complete Attachment 4, do we also need a letter from legal counsel?

Yes.

Please submit the “redacted” copy under “Confidentiality Form - Attachment 4”, and the “unredacted” version under “Confidential Information Noted in Attachment 4” under “Requested Information” on Bonfire. This will enable us to have a version where we can see the “confidential information” and a version if a FOIA request was made with your “redacted” information.

76. Content of Separate List of State Contracts

Attachment 5 – Business References also states “ If you have held a State contract within the last 5 years, please provide a separate list of the contract(s).” Again, does this apply solely to contracts with the State of Delaware or work performed with any State government?

Please provide only those contracts with the State of Delaware.

77. Existing Documentation

Will DHSS provide the successful vendor access to existing strategic planning documents, assessments, and/or internal performance dashboards to inform the vendor’s work and avoid duplication?

78. Estimated Scope of PII Records for Cyber Liability Insurance

Sep 12, 2025 10:36 AM EDT

Regarding the Cyber Liability Insurance requirements in the DTI Terms & Conditions, can DHSS provide an estimated number of PII records this project will involve?

This will be dependent on the Division.

79. Stakeholders

Sep 12, 2025 10:36 AM EDT

For the needs assessment, will DHSS facilitate access to internal and external stakeholders (staff, clients, community partners), or will vendor outreach and scheduling be the vendor’s responsibility?

DHSS will assist in the facilitation.

80. Strategic Plan Framework

How much flexibility will the awarded vendor have in shaping the strategic plan framework, versus following a prescribed DHSS format or template?

We do not have a prescribed format or template.

81. Budget Allocation

The budget is capped at $500,000. Does DHSS have a preferred allocation of costs across assessment, planning, and implementation support tasks?

82. Travel Requirements

Sep 12, 2025 10:48 AM EDT

Could you please clarify whether travel is required for this project, and if so, should travel-related expenses be included within the $500,000 budget cap?

Travel is not required.

83. DHHS - STRATEGIC PLAN DEVELOPMENT

Sep 12, 2025 11:10 AM EDT

Are there key milestones or constraints that we need to consider as we develop our project timeline?

Not at this time.

84. DHHS - STRATEGIC PLAN DEVELOPMENT

Sep 12, 2025 11:10 AM EDT

Could you please confirm the intended duration for the strategic plan?

We envision a 3-5 year plan.

85. Approach Preference

Sep 12, 2025 11:49 AM EDT

Can DHSS clarify the preferred style of consulting engagement for this project — a more expert-driven approach (where consultants primarily analyze and recommend solutions) versus a collaborative process-driven approach (where consultants facilitate and co-create strategy with stakeholders)?

We prefer a collaborative approach.

86. Data Systems

Sep 12, 2025 11:50 AM EDT

What data systems and sources does DHSS expect vendors to draw upon during the needs assessment (e.g., HR, finance, case management, service delivery)? Will data be provided in a cleaned and consolidated format, or should vendors anticipate helping to bridge disparate systems and data quality gaps as part of the scope?

We do not expect the selected vendor to assess our existing systems per se, but rather, to assess DHSS structure and service delivery as a whole.

87. Budget Considerations

The RFP notes an allocation of up to $500,000. Can DHSS confirm whether this budget is intended to cover all related expenses (e.g., travel, stakeholder engagement logistics, tools/platforms) in addition to professional fees?

This is the total budget.

88. Past Experience Evaluation

When evaluating past performance, does DHSS prioritize vendor experience with large-scale, complex organizations facing regulatory and service-delivery challenges, even if that experience comes from outside direct state or federal agencies?

All previous experience will be considered.

89. Oral Evaluation Component

Sep 12, 2025 11:51 AM EDT

Beyond the written proposal scoring, can you clarify whether oral presentations will serve primarily as evaluation components contributing to scoring, or more as opportunities for clarification and demonstration?

If oral presentations are necessary, they will be used to evaluate vendors.

90. Overall, Scope Expectation

Sep 12, 2025 12:08 PM EDT

Given the size and complexity of DHSS—with over 4,000 FTEs across numerous divisions, can the Department clarify the intended level of granularity for this engagement. Is the Department expecting a high-level enterprise-wide assessment that identifies overarching themes and strategic priorities, or a detailed operational review of policies, workflows, and structures within each division?

We are looking for a high-level assessment of the Department as a whole that includes strategic priorities for service delivery and cohesion within all of our Divisions.

91. Focus Areas

Sep 12, 2025 12:08 PM EDT

Will DHSS prioritize specific divisions or functional areas for more in-depth review, or should vendors plan to apply the same level of assessment across all divisions?

Equal assessments.

92. Scheduling Support

Sep 12, 2025 12:09 PM EDT

Will DHSS coordinate and facilitate stakeholder scheduling and communications across divisions?

DHSS will assist with coordination and facilitation.

93. External Stakeholders

Sep 12, 2025 12:09 PM EDT

Should the vendor plan to engage external stakeholders (e.g. community partners, providers), or only internal DHSS staff?

Both.

94. Available Data Sources

Sep 12, 2025 12:10 PM EDT

What operational, workforce, and financial data will be available to support the assessment?

This will be dependent upon the Division being assessed.

95. Systems Access

Sep 12, 2025 12:10 PM EDT

Will the vendor have access to existing enterprise systems, reporting tools, and technology inventories to inform infrastructure analysis?

Yes, as appropriate.

96. Stakeholder Engagement

Sep 12, 2025 1:17 PM EDT

The steering committee members from the prior strategic plan reflected stakeholders across the organization, will DHSS assist in coordinating access to stakeholders across all 10 divisions (e.g., scheduling focus groups, identifying staff)?

97. Scope Boundaries

Sep 12, 2025 1:18 PM EDT

Should the strategic plan focus primarily on internal operations (infrastructure, resource allocation, communication) or also address programmatic service delivery models?

Both, while keeping in mind regulatory requirements.

98. Implementation Plan & Monitoring

Sep 12, 2025 1:19 PM EDT

What level of detail is expected for the implementation plan (e.g., high-level roadmap vs. detailed task-level project plan)?

That may be dependent upon the goal, but achievement of the goal needs to be clearly outlined.

99. Implementation Plan & Monitoring

Sep 12, 2025 1:20 PM EDT

Does DHSS anticipate the contractor assisting in conducting evaluation and monitoring OR just design the systems?

The method of evaluation and monitoring will be outlined of the implementation plan. Conducting them will likely be part of the implementation work which may be part of an optional extension to the project.

100. Subcontracting

Sep 12, 2025 1:21 PM EDT

Please clarify the use of subcontractors statement on Page 11 Section 13. Our team routinely uses experts as consultants which brings specialized expertise but the project is still managed by our firm as the prime contractor. Please confirm this is acceptable.

Please refer to reply to question 21 above.

101. Use of Subcontractors

Sep 12, 2025 1:36 PM EDT

Can DHHS clarify whether subcontracting is permitted for this project? Some sections allow it with restrictions, while others prohibit it entirely. (Section IV, B, 12.b and Section IV, B, 13)

102. Budget

Sep 12, 2025 1:37 PM EDT

Is the $500,000 budget a hard cap or an estimated allocation, and must all work be completed and invoiced by August 2026?

Yes to both questions.

103. Proposal requirements

The RFP indicates the “State of Delaware discourages overly lengthy and costly proposals.” Will the State provide instructions regarding page length and formatting?

No. We encourage proposals to be thorough yet concise.

104. Costing Methodology

Can DHHS elaborate further on how they prefer to see cost presented for this project? E.g. fixed firm pricing, hourly based, deliverable based, etc. Or is this at the vendor’s discretion?

This is at the vendor’s discretion.

105. Proposal requirements

Will the State provide instructions regarding their preferred format for proposal budget submission?

As noted on Bonfire for Requested Information, please “[p]lease include a detailed budget of such costs, in .xlsx, pdf, or .docx”

106. Certificate of Insurance

Please confirm that a Certificate of Insurance is not required at time of submission of this proposal, we understand that it will need to be obtained prior to any contract work actually beginning.

Please refer to reply for question 34 above.

107. Implementation Plan

Sep 12, 2025 1:38 PM EDT

Can DHHS confirm that only the development of an Implementation Plan is in scope for this project and not the actual implementation of any recommended changes to DHHS processes?

108. Deliverable clarification

Would the State please provide greater clarity on what is meant by implementation plan? Is it a deliverable under the contract (to support the implementation of the strategic plan once developed) or is it a plan for how the contractor will carry out the services under the contract that should be part of responses to the RFP?

The implementation plan will outline which steps will need to be taken to successfully meet the outlined strategic goals. The implementation work will be done by either DHSS or via assistance of a vendor via the optional renewal contract.

On page 52, the RFP describes two of the core services being solicited as the “development of a strategic plan” and the “construction of an implementation plan that involves evaluation and monitoring to ensure successful execution of the plan." We interpret the latter (the implementation plan) as a deliverable to DHSS that will support its implementation of the former (the strategic plan). This interpretation seems consistent with the fourth bullet on page 52 (i.e., “Deliver a successful strategic plan: Develop framework based on assessment and stakeholder feedback, draft and finalize a plan, and develop an implementation plan.”).

However, on page 4, “implementation plan” is listed as the third of four evaluation requirements.

In addition, on page 53, the RFP describes the following RFP requirements (under Implementation Plan): "Provide a schedule of implementation describing tasks and time frames that are necessary to provide the service outlined in this RFP.”

The implementation plan is part of the scope of this project, but not necessarily the actual implementation work.

109. Portal - Minimum Mandatory Requirements

On the Bonfire portal submission page, there are 4 questions under the “Minimum Mandatory Requirements” section. Will answering “no” to any of those questions disqualify a vendor from submitting a proposal?

The first three questions under the “Minimum Mandatory Requirements” are for information purposes. However, you are required to answer “yes” to the fourth (4th) question regarding

“Does [the] vendor acknowledge that non-public State of Delaware data shall not be stored or transferred outside of the United States?”

110. Portal - Program Requirements

Sep 12, 2025 1:39 PM EDT

On the Bonfire portal submission page, under Program Requirements, the Proposal/Executive Summary tab appears to have some information cut off and reads “Proposal/Executive Summary in .pdf or .doc Any (.*) Required Yes No Checkmark Checkmark Program Requirements Agree to Pricing as identified in your solicitation wi”... can DHHS clarify what this is supposed to say?

Correction to this request was sent out in Bonfire and the Requested Information for “Proposal/Executive Summary” is “in .pdf or .doc”.

111. Previous planning

It appears that the most recent Strategic Plan was published in 2020. Are there any more recent planning documents that will be shared with the selected contractor upon award?

112. Previous Division-level planning

Are there any Division-level strategic plans or planning documents that will be shared with the selected contractor upon award?

113. Subcontracts and/or Consultants

Sep 12, 2025 1:40 PM EDT

Would the State please confirm whether subcontractors or consultants may be used?

In Section B.12 (Multi-Vendor Solutions, under RFP Submissions), the RFP states the prime vendor is “wholly responsible for the entire contract performance whether or not subcontractors are used. Any sub-contractors must be approved by the State of Delaware.” The RFP also states in Section 13 (Sub-contracting) “the use of subcontractors will not be permitted for this project.”

Additionally, on page 40, the RFP states “Attachment 6 must be included in your proposal if subcontractors will be involved.”

Please refer to the reply to question 21 above.

114. Cost Template

Sep 12, 2025 1:46 PM EDT

We understand DHHS has allocated up to $500,000 for this proposed project. We also noted part of the evaluation requirements require a Cost/Budget with our…