Response to Offeror Questions document.doc
DOC document 89 KB Posted
- Solicitation number
- 26RFP-26-09RHT-003
- Issued by
- Harding County, South Dakota
About this file
This is a Response to Offeror Questions document issued by the South Dakota Department of Health, Office of Chronic Disease Prevention and Health Promotion, for RFP No. 26-09RHT-003 seeking project management support for the Chronic Disease Management Initiative within the Rural Health Transformation Program. The state is requesting comprehensive project management services including administrative support for funding opportunities, contract development and implementation, liaison services with funded entities, activity and outcome monitoring, data collection and reporting, invoicing and expenditure tracking, evaluation support, and workplan and progress report preparation. The project will support up to 40 health entities receiving $150,000 each and up to 100 schools receiving $2,000 each for chronic disease interventions and remote patient monitoring programs, respectively. Letters of Intent were due March 3, 2026, with written questions accepted through March 6, 2026, and state responses provided by March 11, 2026. Proposals must be submitted by March 25, 2026 at 5:00 PM CST, with an anticipated contract award decision on May 1, 2026. The contract period runs from May 1, 2026 through October 30, 2027, with an option to renew for three additional one-year increments.
The annual budget for this procurement is $500,000 per year for the 12-month contract period, with indirect costs not to exceed 6.3% of the total contract amount or the offeror's federally approved rate. The state does not have a proposed staffing structure and is open to single dedicated project managers or team-based models, with cost proposals submitted separately and including detailed personnel costs, supplies, travel, indirect costs, and other expenses. Travel reimbursement will be based on South Dakota state per diem rates with advance approval required; the state anticipates one out-of-state trip and two in-state trips during the 18-month contract period, with most meetings conducted virtually unless otherwise directed. The state currently maintains two FTE staff at 20% each dedicated to the initiative and has limited internal project management capacity; the contractor will work primarily with existing grantee reporting methods including monthly, quarterly, and annual progress reports submitted via email or SharePoint, though monitoring report templates and other tools will be developed collaboratively. No specific set-asides, incumbent vendors, or restrictions on eligible respondents were identified, and selected vendors are eligible to apply for funding as part of the two funding opportunities subject to standard procurement processes and conflict-of-interest review.
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Text version
Department Of Health, Office Of Chronic Disease Prevention and Health Promotion Project Management Support for Chronic Disease Management
RFP No. 26-09RHT-003 State of South Dakota 600 East Capitol Ave Pierre, SD 57501 605-773-4476
Date: March 11, 2026 Subject: Questions and Answers for RFP No. 26-09RHT-003 In accordance with the subject Request for Proposal (RFP), the following are answers to questions which have been submitted prior to March 11, 2026 by 5:00PM CST. These questions are for informational purposes only; they do not alter the requirements specified within the RFP. Any changes to the RFP will be accomplished by the Office of Procurement Management through the use of an addendum.
1. Question: Does SD DOH anticipate this engagement being fulfilled by a single dedicated project manager, or is a team-based support model acceptable where specialized fiscal and reporting expertise is leveraged as needed?
Answer: SD DOH is open to any proposed staffing structure.
2. Question: Is there an estimated budget range or historical expenditure level associated with similar project management engagements under Rural Health Transformation?
Answer: $500,000 per year (12 months) has been budgeted for this RFP.
3. Question: What internal project management or administrative capacity currently supports this initiative?
Answer: Currently there are two SD DOH staff at 20% each dedicated to supporting the Chronic Disease Management initiative.
4. Question: Approximately how many entities are anticipated to receive awards under the two funding opportunities referenced in Section 3.1.1 of the RFP?
Answer: As written within South Dakota’s Rural Health Transformation project narrative, one funding opportunity specific for health entities to implement chronic disease interventions is estimated to fund up to 40 entities at $150,000 each. The second funding opportunity specific for schools to implement remote patient monitoring is estimated to fund up to 100 entities at $2,000 each.
5. Question: Will funded entities include both healthcare providers and school systems, and if so, are there differing reporting or compliance requirements for those groups?
Answer: As written within South Dakota’s Rural Health Transformation project narrative, one funding opportunity is specific for health entities to implement chronic disease interventions and the second funding opportunity specific for schools to implement remote patient monitoring. There will be different reporting requirements, but both will follow same reporting timeframes.
6. Question: Does SD DOH anticipate enhanced onboarding or technical assistance needs for first-time grantees?
Answer: Yes.
7. Question: Does SD DOH currently utilize standardized fiscal monitoring templates, or would development of such tools fall within the contractor’s responsibilities?
Answer: SD DOH has some fiscal monitoring templates but is open to utilizing other templates that the awarded vendor(s) would like to use.
8. Question: Are there specific federal reporting platforms or formats (e.g., CDC, HRSA, CMS systems) that the contractor will be expected to support?
Answer: At this time SD DOH will take lead on submitting required federal reporting within the provided platform.
9. Question: Could SD DOH share high-level performance metrics currently associated with the Chronic Disease Management Initiative?
Answer: The four outcomes written in South Dakota’s Rural Health Transformation project narrative for the Chronic Disease Management Initiative.
1. Reduce 30-day readmission rates for patients with chronic health conditions in rural hospitals.
2. Increase the number of participants in remote patient monitoring programs achieving controlled blood pressure.
3. Increase participation in certified Chronic Disease Self-Management workgroups.
4. Improve outcomes on Medicaid Health Home Quality Incentive Payment metrics.
10. Question: What systems are currently used for grantee data collection and reporting (e.g., spreadsheets, SharePoint, other platforms)?
Answer: Currently grantee reporting is done through monthly/quarterly/annual progress reports (word and/or excel) collected via email or shared platforms like SharePoint.
11. Question: Will the contractor collaborate with an existing evaluator, or is evaluation coordination fully within the scope?
Answer: This is still being determined. It may be a combination of both.
12. Question: Are on-site monitoring visits anticipated, or will oversight primarily occur virtually?
Answer: Oversight of funded entities will primarily occur virtually.
13. Question: What cadence of structured meetings with funded entities does SD DOH envision (monthly, quarterly, milestone-based)?
Answer: This is still being determined, as those funding opportunities are still being developed.
14. Question: Are there cross-agency coordination requirements beyond SD DOH that should be anticipated?
Answer: The cross-agency coordination will be led by SD DOH staff.
15. Question: Could the State provide a sample or general outline of the expected monthly monitoring report format?
Answer: Development of a monthly monitoring report template will be a collaborative process with the awarded vendor(s).
16. Question: Is the contractor expected to provide subject matter expertise in chronic disease programming, or strictly project management oversight?
Answer: Strictly looking for project management support.
17. Question: Does the Department anticipate this role being approximately 0.5 FTE, 1.0 FTE, or variable?
Answer: The SD DOH does not have a proposed staffing structure for this scope of work.
18. Question: Is there a preferred staffing structure (single lead vs. team-based)?
Answer: The SD DOH does not have a proposed staffing structure for this scope of work.
19. Question: What is the expected average monthly reporting workload (hours estimate)?
Answer: Unknown.
20. Question: Are there restrictions on subcontractor use?
Answer: Refer to 2.14 within the RFP, regarding contract terms that the awarded vendor(s) would need to follow related to subcontracting.
21. Question: What are the top three performance outcomes SD DOH would like to see achieved at the end of the initial 18-month contract period?
Answer: : Identify a baseline and start to see improvements in the four outcomes written in South Dakota’s Rural Health Transformation project narrative for the Chronic Disease Management Initiative.
1. Reduce 30-day readmission rates for patients with chronic health conditions in rural hospitals.
2. Increase the number of participants in remote patient monitoring programs achieving controlled blood pressure.
3. Increase participation in certified Chronic Disease Self-Management workgroups.
4. Improve outcomes on Medicaid Health Home Quality Incentive Payment metrics.
22. Question: How does SD DOH define “success” for this initiative?
Answer: Achieving the four outcomes written in South Dakota’s Rural Health Transformation project narrative for the Chronic Disease Management Initiative.
1. Reduce 30-day readmission rates for patients with chronic health conditions in rural hospitals.
2. Increase the number of participants in remote patient monitoring programs achieving controlled blood pressure.
3. Increase participation in certified Chronic Disease Self-Management workgroups.
4. Improve outcomes on Medicaid Health Home Quality Incentive Payment metrics.
23. Question: Is this initiative expected to expand beyond chronic disease into additional focus areas during the contract term?
Answer: No.
24. Question: Could the Department share whether a not-to-exceed amount or anticipated budget range has been established for this scope of work?
Answer: $500,000 per year (12 months) has been budgeted for this RFP.
25. Question: Does DOH have an anticipated level of effort or staffing expectation for the project management role?
Answer: The SD DOH does not have a proposed staffing structure for this scope of work.
26. Question: Can the state provide further details on the two funding opportunities for health entities and schools referenced in Section 3.1.1 and the associated project management expectations? For example, how much funding is available or how many entities does DOH anticipate funding through the two funding opportunities?
Answer: As written within South Dakota’s Rural Health Transformation project narrative, one funding opportunity specific for health entities to implement chronic disease interventions is estimated to fund up to 40 entities at $150,000 each. The second funding opportunity specific for schools to implement remote patient monitoring is estimated to fund up to 100 entities at $2,000 each.
27. Question: If we are selected as the vendor, would our agency also be eligible to apply for funding as part of the two funding opportunities for health entities and schools referenced in Section 3.1.1?
Answer: Yes. Standard procurement processes will be followed and if conflict of interest is identified with any review committee members changes will be made.
28. Question: In order to assist with invoicing and expenditure tracking, will the selected vendor have access to Bison?
Answer: Bison will not be available to awarded vendor(s) of this RFP.
29. Question: For contract development and implementation, will the vendor have access to the Cobblestone contract management system?
Answer: At this time this is not an option but other contract development support and implementation will be needed outside of Cobblestone.
30. Question: Does DOH have a project management software that will be utilized to track funded entities' expenditures and progress, or can the vendor utilize their preferred program?
Answer: The SD DOH does not currently have a project management software, and is open to the vendor utilizing their preferred program.
31. Question: In reference to the evaluation activities described in 3.1.7, are funded entities responsible for conducting their own monitoring and evaluation, or is the selected vendor expected to complete evaluation activities on behalf of the Department?
Answer: This is still being determined, as reporting requirements are still unknown from the federal funding agency.
32. Question: Are there specific federal reporting requirements associated with the initiative that the vendor will assist with under Section 3.1.8?
Answer: This is still being determined, as reporting requirements are still unknown from the federal funding agency.
33. Question: Does the state have internal and/or external evaluator(s) for the overall RHT project?
Answer: No.
34. Question: The RFP states: The cost proposal must be submitted in a separate sealed envelope labeled “Cost Proposal” in addition to following the instructions in section 5.0 for the Proposal Response Format.
Since this is an email submission, do you require we send the cost proposal as a separate email?
Answer: The Cost Proposal needs to be sent separately from the overall proposal. This could be in the same email but as a separate document.
35. Question: Can DOH provide an estimated number of in-state trips, anticipated locations, and expected frequency of in-person meetings (including national meetings) over the 18-month contract period to support accurate cost proposal development?
Answer: The SD DOH does not have any required national or in-person meetings at this time but for budgeting purposes, we would propose 1 out-of-state and 2 in-state trips.
36. Question: The cost proposal requests salary and fringe detail by position. May vendors provide fully burdened hourly rates by role instead of individual base salary and fringe breakdowns to protect proprietary compensation information?
Answer: Yes.
37. Question: Does DOH require use of specific reporting platforms, dashboards, or document management systems?
Answer: No.
38. Question: Does DOH have a target budget for this project and if so, can DOH please share the target budget?
Answer: $500,000 per year (12 months) has been budgeted for this RFP.
39. Question: Please provide any context around “Participate in national, state, and local webinars, trainings and meetings”, such as expected frequency of trainings and possible locations.
Answer: The SD DOH does not have any required in-person meetings currently. Most meetings will be conducted virtually unless otherwise directed by SD DOH.
40. Question: Can the State provide an estimate of the anticipated number of funded entities (e.g., health entities and schools) expected to be supported under the two funding opportunities during the initial contract period? Our preliminary research indicates possibly 50 to 80 organizations.
Answer: As written within South Dakota’s Rural Health Transformation project narrative, one funding opportunity specific for health entities to implement chronic disease interventions is estimated to fund up to 40 entities at $150,000 each. The second funding opportunity specific for schools to implement remote patient monitoring is estimated to fund up to 100 entities at $2,000 each.
41. Question: Can the State share an approximate total funding range or typical award size (e.g., low/medium/high) anticipated for funded entities under this initiative?
Answer: $500,000 per year (12 months) has been budgeted for this RFP.
42. Question: Does the State anticipate that funded entities will submit invoices on a monthly, quarterly, or other cadence?
Answer: This is still being determined, as those funding opportunities are still being developed.
43. Question: Will SD DOH provide standard templates or tools for invoicing, expenditure tracking, monthly reports, and expenditure claims, or should the contractor plan to develop these materials?
Answer: The SD DOH can provide some templates/examples but is open to the awarded vendor(s) creating their own.
44. Question: Is the contractor’s role expected to focus on coordinating and reviewing expenditure documentation for completeness and alignment with approved budgets, with final fiscal approval remaining with the State?
Answer: Yes, for both expenditure and programmatic.
45. Question: For the annual federal workplans and progress reports referenced in the RFP, will the contractor be responsible for drafting complete submissions, or primarily for compiling inputs and supporting documentation from funded entities for SD DOH review and submission?
Answer: The awarded vendor(s) will primarily be responsible for compiling funded entity progress reporting and data collection.
46. Question: Does the State anticipate in‑person meetings, site visits, or convenings as part of this engagement, or should the contractor assume most activities will be conducted virtually unless otherwise directed?
Answer: The SD DOH does not have any required in-person meetings currently. Most meetings will be conducted virtually unless otherwise directed by SD DOH.
47. Question: Can the State provide guidance on cost or budget estimates, such as the State's total budget for the two funding opportunities for health entities and schools, and the number of anticipated applicants or entities for each funding opportunity?
Answer: As written within South Dakota’s Rural Health Transformation project narrative, one funding opportunity specific for health entities to implement chronic disease interventions is estimated to fund up to 40 entities at $150,000 each. The second funding opportunity specific for schools to implement remote patient monitoring is estimated to fund up to 100 entities at $2,000 each.
48. Question: From a budget perspective, can the State provide any guidance or estimates regarding participation in national, state, and local webinars, trainings, and meetings as directed by SD DOH (See RFP Scope of Work 3.4). For instance, the number and location of anticipated meetings or events? Expectations or SD DOH needs or requirements for vendor/contractor support for these meetings or events beyond vendor/contractor attendance or participation ?
Answer: The SD DOH does not have any required in-person meetings currently. Most meetings will be conducted virtually unless otherwise directed by SD DOH.
49. Question: 5.3.3.2 indicates “A specific point-by-point response, in the order listed, to each requirement in the RFP. The response should identify each requirement being addressed as enumerated in the RFP.” Please clarify which specific requirements listed in the RFP should be addressed in the Detailed Response as enumerated in RFP? Does this refer to the requirements listed in 3.0 Scope of Work and those listed in 6.0 Proposal Evaluation Criteria 6.1.1– 6.1.7? Are there other RFP Sections containing requirements required to be addressed in the Detailed Response as enumerated in the RFP?
Answer: A detailed response should be provided for Section 2, Section 3, Section 4, and Section 6. And also, for Section 7 but that should be a separate document.
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