ITN 2526-031-Addenda 1 QA FINAL.pdf

DATE: July 20, 2026

SOLICITATION NUMBER: ITN 2526-031

SOLICITATION TITLE: Statewide Dental Services Program

ADDENDA NUMBER: 1

The Agency hereby amends this solicitation through this addendum. The changes set forth herein shall become a part of the solicitation and shall be binding upon all Respondents. For purposes of identifying revisions, underlined text denotes additions and strikethrough text denotes deletions. Except as expressly modified by this Addendum, all other terms, conditions, and requirements of the solicitation remain unchanged and in full force and effect.

This Addendum is issued to incorporate the Agency's responses to Technical Questions that were timely received.

For purposes of this Addendum, all questions submitted by prospective Respondents are reproduced verbatim as received by the Agency. The Agency has not corrected spelling, grammar, punctuation, formatting, or other clerical errors contained in the submitted questions.

The Agency's responses constitute the official clarification of the solicitation requirements and should be relied upon accordingly.

In the event of any conflict between this Addendum and the solicitation, the terms of this

Addendum shall govern. This Addendum is hereby incorporated into and made a part of the solicitation.

To the extent this Addendum gives rise to a protest, failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing such bond or security shall constitute a waiver of proceedings under chapter 120, Florida Statutes. Any protest concerning this Agency decision or intended decision must be timely filed with the Agency

Clerk, with a copy provided to the Purchasing Contact identified in this solicitation.

[Remainder of Page Left Blank Intentionally]

Question Number

Solicitation Page Number, Section, and

Subsection

Questions Answers

1 For purposes of the Florida Single Audit Act, Section 215.97, Florida Statutes, and, to the extent any funds under the resulting Contract are federal awards passed through the State, 2 CFR Part 200, Subpart F, will the Agency designate the successful Respondent under the resulting Contract as a vendor/contractor (not subject to single audit requirements), or as a recipient/subrecipient of state financial assistance (subject to those requirements)?

The successful Respondent will likely be designated as a recipient of state financial assistance and, therefore, be subject to the applicable audit requirements under the Florida Single Audit Act, Section 215.97, Florida Statutes, and, if applicable, 2 CFR Part 200, Subpart F. The final determination will be made in accordance with the resulting Contract and applicable law.

2 S. 7.02 Item 7

Subject: General Program Requirements

Can the Agency clarify the distinction between the “treatment plan” and an “individualized plan of care” and a “plan of care”?

Can these terms be considered interchangeable?

In some cases, a broader and more comprehensive plan of care in addition to a treatment plan developed “in coordination with a general practitioner or other medical professionals” will increase care coordination costs without providing additional value to an individual requiring a specific intervention or procedure.

Comments/References These terms are used in the following sections:

• Section 7.1.2, subsection 3, Connecting Individuals to Dental Services, item f;

• Section 7.0.2, item 2; and Section 7.1.2, items 1a-c, and Exhibit A.

The treatment plan as referenced in the solicitation is specific to the dental care services recommended by a licensed provider.

Individualized plan of care and plan of care are interchangeable.

3 S. 7.1.1 Item 1

S. 7.1.2 Item f

Subject: Individual Eligibility/Determination

What diagnosis documentation (e.g., self-attestation, documentation from a physician, medical treatment records, medical history records) is required to “confirm that the individual has a developmental disability pursuant to s.

393.063, F.S.”?

Rule 65G-4.017, F.A.C. specifies eligibility documentation.

The Respondent will be responsible for determining eligibility for all individuals served by the resulting contracted program. The Respondents reply must include a plan for determining eligibility based on the definitions outlined in the solicitation.

The Agency will collaborate with the Respondent to develop a mechanism for sharing data on individuals already deemed eligible by the Agency.

4 S. 7.1.2 Item 2a

Subject: Manner of Service Provision

Does the Agency anticipate that Statewide Dental Program funds may be used to pay for transportation costs or does the Agency only expect that the Respondent has mechanisms to “coordinate transportation” when needed?

The Agency’s expectation is that the Respondent will coordinate transportation as needed, and cover costs as outlined in the resulting contract.

5 S. 7.1.2 Subsection 2 Transportation Item f

Subject: Manner of Service Provision

What documentation (e.g., self-attestation, government-issued photo ID, biometric verification) is required for “verification of identity”?

Verification of identity may require submission of one or more documents sufficient to establish the applicant's identity, age, citizenship or immigration status, and Florida residency, as applicable to the individual's circumstances.

Acceptable documentation may include, but is not limited to:

• Birth certificate;

• Social Security card;

• Valid Florida driver license;

• United States passport;

• Federal, state, or local government-issued photo identification card;

• School photo identification card (acceptable for children under the age of 16);

• Military dependent identification card;

• Certificate of Indian Blood; or

• Native American tribal document.

For individuals born outside of the United States who are not U.S. citizens, documentation verifying lawful immigration status may be required. Examples include documentation demonstrating resident alien status, qualified alien status, or other lawful immigration status, as well as documentation establishing Florida domicile or residency, when applicable.

6 S. 7.1.2 Subsection 4 Provider Network Item b

Subject: Manner of Service Provision

Some terms and conditions of the APD Standard Contract may not be applicable for inclusion in services agreements with dental providers (e.g., financial and compliance audit shall be provided to the Agency, final invoice for payment shall be submitted to the Agency, etc.) or may impede the Respondents ability to establish and maintain a comprehensive network of dental providers (e.g., identification and responsibilities of Data Security Officer. Emergency Preparedness responsibilities including annual emergency preparedness plan updates, etc.).

What is the process for requesting “exceptions” [as referenced in Exhibit B]?

Does the Agency plan to address this process through approval of the Respondent’s dental provider service agreement template(s) following award?

To request an exception as referenced in Exhibit B, submit a written request describing the specific exception(s) being sought and the supporting justification. The request will be reviewed by the Agency for approval or denial.

The Agency does not provide dental provider service agreement templates.

7 S. 7.1.2 Subsection 5 Dental Provider Network Adequacy Item a

Subject: Manner of Service Provision

The reference to “42 CFR 438.68(c)” seems to be inapplicable.

42 CFR § 438.68(c) is part of the Medicaid managed care network adequacy standards federal regulation. This regulation requires states to use these factors when establishing quantitative provider-network standards (emphasis added).

Comments/References Please consider removing this provision or modifying the provisions of Section 7.1.2, Manner of Service Provision, subsection 5, Dental Provider Network Adequacy, item a, as follows:

‘The Respondent shall develop and maintain a provider network that considers certain factors to ensure individuals have adequate access to dental providers including, but not limited to, those factors specified in 42 CFR 438.68(c).’

This language is applicable to ensure provider network standards align with Medicaid network adequacy standards and will not be removed.

8 S. 7.1.2 Subsection 3 Connecting Individuals to Dental Services Item h

Subject: Manner of Service Provision

This item requires the Respondent to “[c]oordinate with APD to establish reasonable timeframes for timely coordination,” does the Agency plan to work collaboratively with a successful Respondent to establish quantitative provider network standards (e.g., provider-to-member ratios, time-and-distance standards, other access measures, etc.)? If so, will these standards be developed as part of contract negotiation?

Yes, the Agency will work with a successful Respondent to develop provider network standards during contract negotiations. The Respondents’ reply must include a plan for establishing reasonable timeframes for timely coordination of dental services.

9 S. 7.1.2 Subsection 5 Dental Provider Network Adequacy Item e

Does the Agency view the use of “telephonic triage and consultation” [or “teledentistry” as stated in Exhibit A] as a mechanism for meeting the requirements for “extended office hours”?

Yes, telephonic triage and consultation are mechanisms for meeting requirements for extended office hours. The Respondents’ reply must include a plan for meeting requirements for extended office hours.

10 S. 7.1.2 Subsection 5 Dental Provider Network Adequacy Item f

Can the Agency confirm that Federally Qualified Health Centers (FQHCs) and Ambulatory Surgical Centers (ASCs) that provide dental services rendered by a licensed General Dentist or Pediatric Dentist be considered “primary dental providers” or “practices”?

The Respondent's reply should include a provider network of general dentists that provide primary dental services. To the extent that services are provided in an FQHC or ASC, it can be reviewed by the Agency for consideration. The proposed network must ensure that specific practice locations are adequate to accommodate the target population in each of the APD regions.

11 S. 7.1.2 Subsection 7 Financial Specification and Management System Item h

Subject: Manner of Service Provision

Will the Agency consider modifying the requirement to “offer recovery services such as credit monitoring…at a level designated by APD”?

Without any fixed limit, this language will require the Respondent to budget at the high end of market pricing estimates based on commonly used in breach-response engagements, particularly since costs vary significantly based on the size of the affected population and the level of protection offered.

Comments/References Please consider the following alternative provisions?

• The Respondent shall offer reasonable and customary level of recovery services to affected individuals in the event of a breach of the individual’s information.

No, however, the level of credit monitoring will relate to the nature of the breach that occurred.

12 S. 7.1.2 Subsection 8 Disaster Recovery Plan

Subject: Manner of Service Provision

Given that services provided under the Statewide Dental Program are expected to be episodic, can the Agency confirm that other Contracted provider network locations or Non-participating provider locations (using Exceptional Referrals as defined in Section 1, Definitions, item H), even when outside agreed upon access standards, may be used as “[a]lternative service delivery” sites for clients in the event of an emergency or disaster?

Yes, subject to Agency approval based on the nature of the natural disaster.

13 S. 7.1.2 Subsection 9 Complaint System Items b and c

Subject: Manner of Service Provision

Will the Agency consider modifying complaint timelines to align with prior procurement requirements for this same program?

The Complaint System requirements in this ITN are more stringent Grievance and Appeal System requirements for Medicaid health plans, where a ‘Complaint’ is defined as any oral or written expression of dissatisfaction that is resolved by close of business the following business day from receipt and any complaint not resolved within this timeframe is classified as a grievance; no explicit definition of ‘complaint’ appears in APD

ITN 2526-031.

Please consider the following alternative provisions consistent with APD RFP 2425-006 issued October 24, 2024, and more aligned with Medicaid health plans.

a) The Respondent shall establish and maintain a complaint system for reviewing and resolving complaints, defined as any oral or written expression of dissatisfaction from individuals in the program.

b) Complaints shall be acknowledged in writing within five (5) one (1) business days of receipt.

c) The Respondent shall review the complaint and provide written notice of complaint resolution as expeditiously as the individual’s health condition requires, no later than thirty (30) five (5) business days from the date the Respondent receives the complaint.

Comments/References:

The required timeframe for written acknowledgement for a complaint increased to “within one (1) business day of receipt” (compared to written acknowledgement of a grievance within five (5) business days of receipt APD RFP 2425-006 issued October 24, 2024) and the required timeframe for written notice of resolution “no later than five (5) business days” from receipt (compared to written acknowledgement of a grievance no later than thirty

(30) calendar days of receipt APD RFP 2425-006 issued October 24, 2024).

No.

These enhanced requirements will require increased staffing, even though the initial funding level for APD RFP 2425-006 issued October 24, 2024, was $11.5 million (compared to $3.6 million for the current APD ITN 2526- 031).

14 S. 7.1.2 Subsection 10 Quality Assurance and Performance Metrics Items a.viii-xi

Does the Agency plan to work collaboratively with a successful Respondent to establish quantitative performance metrics for Access to Care, Timeliness of Care, and Provider Network and Recruitment?

The Respondents’ reply must include a plan for establishing quantitative performance metrics for Access to Care, Timeliness of Care, and Provider Network and Recruitment.

15 Attachment I

Subject: Price Reply

Will the Agency consider modifying the format of the Price Reply to make it more consistent with APD RFP 2425-006 issued October 24, 2024?

The number of specific price categories in the current format may undermine the reliability of the responses given the lack of data about the population expected to access dental services through this program.

No.