Response to Offeror Questions document.docx

Department Of Health, Office Of Health IT

RFP No. 26-09RHT-005 State of South Dakota 600 East Capitol Ave Pierre, SD 57501 605-773-4476

Date:

Subject: Questions and Answers for RFP No. 26-09RHT-005

In accordance with the subject Request for Proposal (RFP), the following are answers to questions which have been submitted prior to 5:00 PM CT on 03/10/2026. 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: Will the Consultant function as the primary program administrator, or will SDHL maintain internal grant management staff supporting portions of the scope?

Answer: The Consultant will function as the primary program manager with oversight and consultation from SDHL. SDHL will provide final approval for any recommendations of the consultant.

2. Question: What federal funding stream(s) apply (e.g., CMS, ARPA, HRSA), and are Uniform Guidance (2 CFR 200) subrecipient monitoring requirements applicable?

Answer: This program is funded by CMS, and subrecipient monitoring will be required where applicable.

3. Question: Are there existing Program Guidelines, scoring rubrics, or templates that the Consultant will refine, or is full development expected?

Answer: The Program guidelines have been developed; however, consultants should plan to assist with development/refinement of scoring rubrics, or other templates as required.

4. Question: For the statewide EHR Adoption Assessment due within 120 days, will SDHL provide access to existing data sources (e.g., Medicaid, hospital associations, HIE participation data), or should primary data collection be assumed?

Answer: SDHL will provide internal documentation currently at our disposal; however, this assessment is designed to be a comprehensive look at EHR adoption across all health care sectors and provider types. We see our existing data as a springboard for the new analysis the consultant will need to conduct.

5. Question: Does SDHL anticipate a single annual grant cycle or multiple competitive rounds per year?

Answer: We currently plan to release two grant cycles per year (except for year one and year five), unless all funding available for a grant period has been awarded in cycle one.

6. Question: Is the Consultant expected to develop and host the grant recipient tracking dashboard, or integrate with an existing SDHL platform?

Answer: The consultant will develop the grant recipient tracking dashboard; it may be integrated into the SDHL general website, or the consultant may propose other options for hosting.

7. Question: Will SDHL provide identified subject matter experts for the Grant Review Committee, or is the Consultant expected to recruit members independently?

Answer: The final process will be worked out between the winning consultant and SDHL, but we anticipate the consultant will provide the first comprehensive review for eligibility based on scoring rubric and applicability and then final approval will be made by SDHL based on consultants' recommendations.

8. Question: Has SDHL defined risk-tiering criteria for subrecipients, or should the Consultant design that compliance framework?

Answer: The consultant will design this framework.

9. Question: Will grant funds be disbursed strictly on a reimbursement basis, or are advance payments contemplated?

Answer: Funds will be disbursed on a reimbursement basis.

10. Question: For the required monthly in-person meeting and community engagement events, should travel be assumed primarily to Madison, Sioux Falls, or rotating statewide locations?

Answer: The monthly in-person meetings will primarily be in Madison or Sioux Falls; the other events will be at rotating statewide locations (to be determined).

11. Question: In the evaluation process, how are prior grant administration experience and HIT/HIE subject-matter expertise weighted relative to one another?

Answer: Both prior grant administration experience and HIT/HIE subject matter expertise are weighted equally.

12. Question: Will SD DOH verify grantee and subcontractor SAMS registration, general liability insurance, professional liability insurance, business automobile liability insurance, worker’s compensation insurance, debarment, and suspension?

Answer: The consultant will verify applicants SAMS registration. Remaining requirements are met via applicant’s self-certification.

13. Question: Will the RFPs be sent out via the State of South Dakota Procurement posting board website? (https://postingboard.esmsolutions.com/3444a404-3818-494f-84c5-2a850acd7779/events)

Answer: Yes.

14. Question: Can the State please clarify when work is expected to start on this project? Additionally, can the State please confirm the expected due dates of the deliverables in Section 3.7?

Answer: Work is expected to begin as soon as a contract with the selected vendor can be executed. The deliverable dates in section 3.7 may be amended based on the start date of the consultant.

15. Question: Can the State elaborate on the expectations for the Cost Proposal? Is the State expecting cost per deliverable for the requested budget periods?

Answer: The cost proposal should outline the fees/costs for all staff, travel, or other needs necessary for the consultant to perform the tasks listed in the scope of work.

16. Question: How does the State intend to use the findings from the Statewide EHR Adoption Assessment to shape the Digital Health Modernization and Technology Grant Program?

Answer: The findings of the EHR assessment will be used as a recruiting and engagement tool ensuring all eligible applicants are aware of the Program.

17. Question: Are the Monthly Activity Report (3.6) and the Monthly Program Progress Report (3.7) separate reports, or are they referencing the same report?

Answer: They are the same report.

18. Question: Does SDHL currently utilize any grant management, CRM, or data reporting platforms that the consultant will be expected to use or integrate with?

Answer: No

19. Question: What roles will SDHL staff play in day-to-day program operations (e.g., outreach, technical assistance, monitoring), and which functions are expected to be fully led by the consultant?

Answer: SDHL will serve as final approval for consultant's recommendations, and provide access to our Recruitment and Engagement staff position who will assist with outreach and engagement efforts. The consultant should expect to perform most technical assistance, monitoring of grant applicants' milestones and deliverables, application review, and work described in Section 3 of the RFP.

20. Question: Please clarify within which subsection(s) of Section 5.3 (e.g., 5.3.2 Executive Summary, 5.3.3 Detailed Response, etc.) the State expects Offerors to address the requirements outlined in Section 4 (Proposal Requirements and Company Qualifications).

Answer: Offerors should address the requirements in Section 4 in the Detailed Response (Section 5.3.3)

21. Question: Please clarify whether appendices, if included, count toward the 50-page limit identified in Section 5.2.3.

Answer: Appendices, if included, count toward the 50-page limit.

22. Question: Does the state have an existing OCM methodology, framework, or philosophy that we should follow?

Answer: No

23. Question: Does the state have any internal change management or communications capability in place today to support this Program, and if so, what roles will remain internal versus consultant led?

Answer: The consultant should be prepared to develop these capabilities to support the Program.

24. Question: Based on the state’s experience, what are the largest change and adoption challenges rural providers face when implementing these types of changes or technology initiatives?

Answer: Two common themes (among others) are lack of technical resources or funding.

25. Question: Are there specific provider types, regions, or stakeholder groups that are considered higher risk from an adoption or readiness standpoint?

Answer: This Program is designed to assist providers across South Dakota adopt digital technology and improve interoperability, especially those in rural and underserved areas.

26. Question: What role is the consultant expected to play in developing and delivering statewide communications, beyond informational outreach (e.g., behavior changing messaging, leadership communications, reinforcement)?

Answer: Consultant will play a continual role in developing and delivering communications about the Program.

27. Question: Is the consultant expected to create structured training or enablement materials for grantees, or primarily provide guidance and technical assistance?

Answer: Consultant will primarily provide guidance and technical assistance to grantees.

28. Question: What expectations does the state have for tailoring communications and materials for different provider sizes, digital maturity levels, or resource constraints?

Answer: The state is looking for expertise and recommendations from the consultants for tailored communications and materials.

29. Question: How does the state define success beyond grant compliance (e.g., sustained adoption, workflow integration, measurable behavior change)?

Answer: Success of the Program will be measured by the milestones the state included in the RHT application, including sustained adoption, workflow integration, and HIE integration/use.

30. Question: Does the state expect the consultant to define and track adoption or readiness metrics in addition to program performance indicators already outlined in the RFP?

Answer: The Consultant will assist SDHL in defining other adoption or readiness metrics.

31. Question: What expectations exist for transferring knowledge, tools, or change practices to state resources to support future Rural Health Transformation initiatives?

Answer: No expectations exist, but Consultants may propose these options if desired.

32. Question: Is the state interested in developing a repeatable change playbook, toolkit, or adoption model that can be reused across future grant cycles or other statewide initiatives?

Answer: The Consultant may propose these options if desired.

33. Question: Will the State of South Dakota consider exceptions to its RFP, including Section 2.0 Standard Contract Terms and Conditions and any other legal terms included?

Answer: The state may consider amendments to Section 2, however; this would happen during the contracting phase with the winning bidder.

34. Question: Section 5.0, item 5.1 requires disclosure of “other Rural Health Transformation (RHT) funding.” Item 5.3 does not specify a section/section heading for a disclosure statement. Where should the disclosure statement be included (in an Appendix?); will the disclosure statement be counted in the overall 50-page proposal limit?

Answer: Offerors should include this disclosure as part of Section 5.3.3 Detailed Response. Appendices, if included, count toward the 50-page limit.

35. Question: RFP Section 6.0, Proposal Evaluation criteria. 6.1.2 refers to “resources available to perform the work,” which we assume includes Key Staff and other proposed project team members. RFP Section 5.3 does not include a section or heading specific to the proposed team or individual team member credentials. Given the overall 50-page limit, may offerors include a “Proposed Staffing and Resume” section as an Appendix outside of the 50-page limit, considering that resumes, often multi-page, are necessary to demonstrate qualifications and relevant experience of an offeror’s proposed team?

Answer: Offerors should include all relevant material they would like considered as part of their application in the 50-page limit.

36. Question: What is the total dollar amount of funds the State anticipates awarding grantees through the Digital Health Modernization and Technology Grant Program, annually and in total over 5 years? How many entities – annually and in total over five years – does the State anticipate apply for these funds? How many applicants does the State anticipate will be awarded funds – annually and in total over five years?

Answer: The state has requested approximately $479 Million over the five-year period for this Program. Funding amounts for each future grant period are not guaranteed and are subject to change. The number of applicants and grantees under this program is unknown; however, we anticipate 100 or more are possible per grant year.

37. Question: From a budget perspective, can the State provide guidance or total dollar budget estimates for this RFP# 26-09RHT-005?

Answer: Offerors should propose their budget to incorporate all costs needed to perform the scope of work found in Section 3.0.

38. Question: See RFP 5.0 Proposal Response Format. 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? Please confirm. Are there other RFP Sections containing requirements required to be addressed specifically in the Detailed Response?

Answer: The point-by-point response listed in 5.3.3.2 refers to the requirements listed in Section 3.0. Section 6.0 refers to criteria that will be used by the State to evaluate offerors proposals.

39. Question: Does the State intend for the cost proposal to be submitted using a time-and-materials or level of effort approach by budget period, or does the State prefer pricing to be structured by deliverables or milestones?

Answer: The cost proposal should outline the fees/costs for all staff, travel, or other needs necessary for the consultant to perform the tasks listed in the scope of work.

40. Question: May you please clarify how the selected vendor will support coordination between the Department of Health or the Department of Social Services, in any.

Answer: Consultants may be requested to participate (virtually) in RHT cross-division Implementation Team meetings on occasion.

41. Question: Please confirm whether the bidder awarded a contract as a result of this RFP (#26-09RHT-005 – Digital Health Modernization and Technology Grant Program Consultant) will be precluded from future work solicited by South Dakota Department of Health or any other state departments related to the Rural Health Transformation program?

Answer: A bidder will generally not be prohibited from applying for other Request for Proposals (RFP) related to the Rural Health Transformation program if awarded RFP #26-09RHT-005. However, there are certain circumstances where it may not be appropriate for an organization to be awarded two related RFPs. For example, a bidder awarded RFP #26-09RHT-005 serves as the management consultant in an administrative role to administer a program. An organization that serves as the management consultant is likely not eligible to apply for grant funding under that same program. The consultant will have access to confidential application materials and will participate in scoring, evaluation, and award recommendations. Allowing it to compete for Digital Health Modernization and Technology Grants while administering the grant program would create an inherent conflict of interest. Please contact a private attorney to discuss whether your organization's specific circumstances and the RFPs it is pursuing may create a conflict of interest

42. Question: Should the Cost Proposal be included as a sub-section within the bidder’s proposal (i.e., vs. be submitted separately)? Please clarify.

Answer: Yes, it should be included as a subsection in the bidder’s proposal.