Response to Offeror Questions document.docx

SOUTH DAKOTA CARDIOVASCULAR COLLABORATIVE

RFP # 25-0904006-013

Response to Offeror Inquires:

Posted: February 13, 2026

1. Under Section 1.4, “Submitting Your Proposal,” the instructions indicate the proposal should be sent by email (page 2), and under section 5.0 “Proposal Response Format,” (page 11) it specifies that proposals should be submitted electronically. However, there is also text under section 1.4 (page 3) that says, “the sealed envelope should be marked with the appropriate RFP Number and Title” and there is a physical address provided. Could you please clarify these instructions? Does something need to be mailed to a physical address?

Proposals should be submitted electronically via email as outlined in Section 1.4 and Section 5.0. No hard copies or mailed materials are required. The reference to a “sealed envelope” and physical mailing address reflects legacy language and does not apply to this RFP.

2. Under Section 2.0, “Standard Contract Terms and Conditions,” the instructions say, “In the RFP response the bidder should provide some indication whether the terms are acceptable…” Is there a preferred way to respond to the terms laid out on pages 6-9, or place to indicate responses within the proposal?

Bidders may indicate acceptance of the Standard Contract Terms and Conditions by including a brief statement within the proposal confirming that the terms are acceptable. If any exceptions are requested, they should be clearly identified and described within the proposal. There is no preferred format for responding to the terms, as long as the response is clearly included within the proposal, such as in a separate section at the end

3. Are there any requirements regarding proposal formatting, such as page length, font, or font size?

There are no specific requirements regarding page length, font type, or font size. Proposers are encouraged to use a clear, professional format that supports readability and addresses all required content outlined in the RFP.

4. Is there a maximum budget or estimated budget range for the project?

At this time, there is no established maximum budget or estimated budget range. Proposers should submit cost proposals they believe are reasonable and appropriate to fully accomplish the scope of work.

5. If multiple cost proposals will be submitted, what is the preferred way to indicate the differences between the proposals? Should they be submitted as separate documents or compiled into a single document?

If submitting multiple cost proposals, proposers may include them within a single document. Any variations should be clearly labeled and the differences between proposals clearly explained.

6. For scope Item 3.2, “Facilitate the development of a new Cardiovascular Collaborative Strategic Plan to be implemented in 2027,” is the goal to refresh the existing plan (less involved planning process) or to develop an entirely new plan (more involved planning process)? If developing a new plan, is the goal for it to be completely finalized by the end of the first contract period in May 2027?

The intent is to update and refine the existing Cardiovascular Collaborative Strategic Plan rather than develop a plan from the ground up. The current plan will serve as the foundation, with anticipated revisions to reflect evolving priorities with a focus on current key initiatives. Updates may include adjustments to strategies or implementation approaches as appropriate, while continuing to meet overall strategic objectives. The updated plan is expected to be completed and ready for implementation by the end of the contract period.

7. For scope Item 3.4, “Provide strategic guidance to the Cardiac Ready Communities workgroup,” is the goal to maintain the structure being created in FY25, or to expand it?

The goal is to build upon and strengthen the structure established in FY25. Proposers may recommend refinements or expansion as appropriate to support program goals.

8. For scope Item 3.7, “Submit monthly progress reports by the 15th of each month…” what level of detail will be included in these reports?

Monthly progress reports are expected to provide a high-level summary of activities completed and/or progress toward deliverables. A reporting template and specific reporting expectations will be mutually agreed upon after the contract has been awarded.

9. Please provide additional detail on the types of technical assistance and support expected under this scope of work. Does SD DOH anticipate that subject matter experts will be included as part of the project team, or is the focus primarily on facilitation and coordination?

Technical assistance under this scope of work is primarily focused on facilitation, coordination, and strategic planning support for the Cardiovascular Collaborative and Goal Area Workgroups. This includes guiding meeting development and execution, supporting strategic plan development, monitoring implementation activities, assisting with partner engagement, and providing strategic input as needed to the Cardiovascular Collaborative Leadership Team and workgroups. SD DOH envisions a collaborative approach that combines strong project management with access to relevant expertise to ensure high-quality implementation and continuous improvement.

10. Are out-of-state consultants eligible to serve as the primary contractor or as part of the project team?

Yes, out of state consultants are eligible to serve as the primary contractor

11. For in-person meetings, are travel costs reimbursable or should they be built into the budget?

The cost for in-person meetings is built into the budget

12. Approximately how many meetings or events are anticipated during the contract period, and what is the expected breakdown between in-person and virtual formats?

a. SD DOH anticipates that the contractor will participate in all Leadership Team, full Cardiovascular Collaborative, and Goal Area Workgroup meetings as needed throughout the contract period. While the exact number of meetings may vary based on strategic plan activities and workgroup needs, the full Collaborative typically convenes one in-person meeting annually, with all other meetings conducted virtually. Proposers should plan for regular virtual engagement to support facilitation and coordination across the Leadership Team and workgroups