Q_and_A_Set_2_(RFP___2025-579-CDII).pdf

RFP # 2025-579-CDII

CPHS IRB Consulting Services Question and Answer Set #2

May 21, 2025

Page | 1

Item

Vendor Question State Response

1. HRP is typically asked for and provides 3-5 references for clients that HRP has worked with, not references specific to the consultant named in the RFP. Is this approach acceptable?

HRP may provide references to illustrate HRPs work as a firm; however, these references do not fulfill the requirement for consultant staff references.

2. If references for the individual named consultant are necessary, most of our consultants have 15 or more years of experience in the field (some 30+ years). It would be impossible for us to provide references for experiences in the distant past, is this acceptable?

As instructed in Attachment 17, Bidders must provide contact information for the named reference associated with the job experiences listed in Attachment 16 as a separate attachment.

CalHHS reserves the right to check references to verify the information submitted in Attachment 16 – Consultant Resumes.

3. Attachment 14, 2) Staff Strengths and Experience states that “Desirable Staff Qualifications include but are not limited to” items a through d.

Are there additional desirable staff qualifications being considered for evaluation and, if so, can these please be provided?

No additional desirable staff qualifications are being considered for evaluation.

4. Attachment 14, 2) a) Experience reviewing or analyzing the policies, standard operating procedures, and processes of an IRB or similar organization.

What would CalHHS consider to be similar organizations to an IRB?

A similar organization would be an organization with statutorily mandated oversight responsibilities over research studies.

5. Attachment 14, 3) Understanding and Approach states “Bidders may provide work samples as part of this narrative as long as the narrative does not exceed the maximum 6-pages requirement.”

Are there specific types of work samples that the RFP Evaluation Committee would like bidders to provide?

Work samples should be relevant to the tasks described in Exhibit A – Statement of Work, Section 5.

6. Attachment 14, 3) Understanding and Approach states “Bidders may provide work samples as part of this narrative as long as the narrative does not exceed the maximum 6-pages requirement.”

If multiple work samples are being submitted and total more than 6 pages, may they be submitted as attachments or exhibits so they are not counted toward the page limit?

All narrative content, including work samples, must be contained within the 6-page limit, per Attachment 14 instructions.

7. Attachment 14, 3) Understanding and Approach states “Bidders may provide work samples as part of this narrative as long as the narrative does not exceed the maximum 6-pages requirement.”

All narrative content, including Workplan must be contained within the 6-page limit, per Attachment 14 instructions.

RFP # 2025-579-CDII

CPHS IRB Consulting Services Question and Answer Set #2

May 21, 2025

Page | 2

Item

Vendor Question State Response

Does the sample Workplan count against the 6-page limit?

8. Attachment 14, 3) Understanding and Approach states “Bidders may provide work samples as part of this narrative as long as the narrative does not exceed the maximum 6-pages requirement.”

Does the sample Monthly Status Report count against the 6-page limit?

All narrative content, including Monthly Status Report must be contained within the 6-page limit, per Attachment 14 instructions.

9. Section II, Exhibit A, 3. Work Location: “The Contract may be required to perform some of the services…at the CalHHS office.”

Question: Does CalHHS have a minimum onsite requirement or expectation for this contract?

The Contractor may be required to attend some meetings at 1215 O Street, Sacramento, CA, however, most of the work can be done remote / off-site.

10. Section II, Exhibit A, 5. Scope of Services, Tasks 1.4, 1.5:

“meetings, presentations, briefings, and other types of events as requested”.

For the purposes of scoping this proposal, can CalHHS please provide an estimated number of meetings, presentations, briefings, and other types of events anticipated for this contract?

The CalHHS CPHS anticipates between 1-4 meetings per month (most remote/off-site).

The CPHS and the winning bidder may revisit and refine the estimate during the kick-off meeting and final Workplan. The frequency of meetings may fluctuate depending on the need throughout the contract term.

11. Section II, Exhibit A, 5. Scope of Services, Task 2.4: “IRB Roster tool or template”.

Does CalHHS expect an automated tool or a static tool (such as a Microsoft Word or Excel file)? If an automated tool is expected, on what type of system would this tool need to be developed?

The CalHHS CPHS expects a static tool such as Microsoft Word or Excel file.

12. Section II, Exhibit A, 5. Scope of Services, Task Group 3—Knowledge Transfer (KT):

For the purposes of scoping this proposal, can CalHHS please provide an estimated number of individuals and role types to whom knowledge must be transferred and CalHHS’ s preferred KT approach (for example, electronic Knowledge Repository, mentorship/shadowing, direct employee training, train-the-trainer)?

The CalHHS CPHS estimates up to four individuals of the CPHS team to whom knowledge must be transferred. The preferred Knowledge Transfer approach would be direct employee training and/or train-the-trainer, but we are open to other approaches.

13. Is there currently an incumbent contractor performing similar services for CPHS?

No, there is no incumbent contractor performing similar services for the CPHS.