Response to Offeror Questions document.pdf
PDF 174 KB Posted
- Attached to
- SD DOH Quality Improvement Program
- Solicitation number
- 25RFP-26-0903001-010
- Issued by
- Minnehaha County, South Dakota
About this file
Vendor Questions and Responses Document - South Dakota Department of Health Quality Improvement Program
This document contains the South Dakota Department of Health's responses to vendor inquiries regarding RFP #26-0903001-010 for a comprehensive quality improvement program aligned with Public Health Accreditation Board (PHAB) Domain 9 requirements. The selected vendor will develop and implement a department-wide quality improvement program from the ground up, serving in a contracted staff capacity rather than a consulting role. Key responsibilities include establishing a performance management system using the existing VMSG software platform, implementing quality improvement projects across the department, facilitating customer satisfaction assessments, supporting Tribal health departments in meeting Domain 9 requirements, and developing sustainability plans for ongoing operations. The contractor will provide a minimum of 1.0 full-time equivalent (FTE) personnel and work primarily through virtual technical assistance, with on-site support provided as needed for quality improvement initiatives and process development. The vendor will serve as the overall facilitator and lead for quality improvement efforts while working collaboratively with the SD DOH Accreditation Core Team and Domain 9 workgroup, who will provide feedback and assist with decision-making and implementation of improvements.
The South Dakota Department of Health will cover all PHAB training fees and VMSG software fees; these costs should not be included in vendor proposals. The department does not have an existing department-wide quality improvement program and will not consider alternative performance management systems to replace VMSG. The Office of Infrastructure and Accreditation Administrator will provide direct contract oversight and meet regularly with the selected vendor to ensure adequate support, necessary resources, and ongoing progress. Sustainability and transition planning will be determined by the department after vendor selection and programming initiation, with ongoing vendor support contingent upon available funding, existing staffing capacity, and satisfaction with deliverables. Direct communication between the vendor and PHAB will be facilitated by SD DOH, with vendor access to materials limited to those available to SD DOH staff, excluding select trainings reserved for accreditation administrators and core team members.
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| File | Type | Posted |
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| RFP Document.pdf | ||
| RFP Document.pdf |
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SOUTH DAKOTA DEPARTMENT OF HEALTH
VISION: Every South Dakotan healthy and strong
605-773-3361 | DOH.SD.GOV
RFP #26-0903001-010 VENDOR QUESTIONS AND RESPONSES
Q. Would the vendor/contractor have access to PHAB, specifically Domain 9, training modules and other important information?
A. The selected vendor will have access to the same materials and resources as South Dakota
Department of Health (SD DOH). However, some PHAB trainings are only available to a select number of individuals, such as the Accreditation Administrator or SD DOH Accreditation core team. Those trainings cannot be shared. Additionally, communication with PHAB will be facilitated by SD DOH as opposed to the selected vendor. The need for direct vendor/PHAB communication and interactions will be assessed once a formal relationship with PHAB is established.
Q. Should we incorporate PHAB fees in our cost proposal?
A. No. Fees will be covered by SD DOH.
Q. Besides VMSG, do you use any other performance management software?
A. No other software is utilized by the Department for overall performance management. However, some areas within SD DOH may have their own tracking mechanisms in place. For the purposes of Public
Health Accreditation, VMSG is the selected software that will be utilized for all domains and their accompanying performance management.
Q. Should we incorporate VMSG fees in our cost proposal?
A. No. Fees are covered by SD DOH.
Q. Could you please clarify the anticipated level of on-site or in-person support expected from the contractor, as compared to virtual technical assistance and support?
A. Most of the technical assistance will be provided virtually. However, some on-site assistance may be needed, particularly when it comes to identifying and assessing potential quality improvement initiatives and developing and implementing efficiencies or new process/programming. The need for on-site assistance will be determined at the time an opportunity or need is identified.
Q. Could you clarify the intended role of the contractor? For example, is the expectation to serve as implementer and staffing for ongoing activities, such as implementing QI projects or to build out the plan/structures and provide tools to support implementation by other staffers? Another example is would the contractor be responsible for directly facilitating/implementing processes such as customer satisfaction surveys, or responsible to develop SOPs and guidance for SD DOH to use?
https://doh.sd.gov/
A. All the examples listed in the question will be completed by the selected vendor with assistance from staff as applicable. SD DOH does not have a Department-wide quality improvement program. The intent for the selected vendor is to create and implement a program from the ground up, including the components necessary to meet the Public Health Accreditation Board Domain 9 accreditation requirements. This will include, but not be limited to, developing plans and processes, assessing existing processes for improvement, facilitating improvement processes, etc.
Q. If more of a consultant role, what role will SD DOH staff play in the support of this scope? What is the expected level of involvement from SD DOH staff in planning, implementation, and data collection?
A. The selected vendor will be working in a contracted staff capacity instead of just a consulting role. The
Office of Infrastructure and Accreditation Administrator will provide direct contract and project oversite.
The Administrator will meet regularly with the selected vendor to provide support and necessary resources and ensure ongoing progress. The SD DOH Accreditation Core Team and Domain 9 team will also have regular interaction with the selected vendor to address the requirements as laid out in Domain
9. The vendor will serve as the overall facilitator and lead for quality improvement efforts. SD DOH will provide feedback through their Domain 9 workgroup participation. They will assist with decision making and driving program efforts as well as implementation of quality improvement cycles. Quality improvement projects implemented across the department will be led by the selected vendor with decision-making and implementation of improvements being executed by SD DOH staff. A minimum of
1.0 FTE must be provided by the vendor to support this programming.
Q. Given the extensive scope listed and available budget, would applications with a focused scope of work on select activities be accepted or is the intent for all listed activities to be completed within the budget amount and contract year?
A. A reduced scope would not be accepted. The expectation is for the selected vendor to lead SD DOH in meeting the Public Health Accreditation Board Domain 9 requirements, which have been listed in the
RFP scope of work.
Q. Regarding Tribal Health Department PM/QI requirements listed in the RFP, could you clarify expectations for this activity? What existing work is in place and what are needs from Tribal Health Departments?
A. The expectation is for the selected vendor to meet all requirements of the Public Health Accreditation
Board Domain 9, including those related to Tribal Health. Requirements are outlined in the Standards and Measures Version 2022 (https://phaboard.org/accreditation-recognition/version-2022/). While the
Department has ongoing relationships with each of the tribes, SD DOH is not yet aware of whether requirements have been met or not. Existing work and needs from Tribal Health Departments related to the Domain 9 requirements will need to be assessed.
https://phaboard.org/accreditation-recognition/version-2022/
Q. What existing structures or systems does SD DOH currently have in place for QI and performance management (e.g., QI Council, QI manager, performance management software)? Is this effort intended to build from existing capacity or develop new systems from the ground up?
A. SD DOH does not have an existing Department-wide quality improvement program.
Q. Is SD DOH committed to VMSG or looking for recommendations for another performance management system, or is the intent to strengthen and sustain the current platform?
A. SD DOH utilizes VMSG for performance management, however, utilization is limited. The expectation is to build upon the current platform. Another system will not be considered at this time.
Q. What are the expectations for sustainability planning? for instance, should the contractor outline a transition plan for how activities or systems will be maintained after the contract period ends?
A. Ongoing vendor support is dependent on available funding, existing staffing capacity, overall satisfaction with deliverables, etc. Sustainability and transition needs will be determined by the
Department once the vendor has been selected and programming has been initiated.
Q. Are there any on-site presence requirements, or can the work be completed remotely with in-person meetings as needed?
A. Most of the technical assistance will be provided virtually. However, some on-site assistance may be needed, particularly when it comes to identifying and assessing potential quality improvement initiatives and developing and implementing efficiencies or new process/programming. The need for on-site assistance will be determined at the time an opportunity or need is identified.
Q. We are unclear if the role is higher level consultant (supporting internal staff/team) or if the consultant is really serving more as a staff extender. Are you able to confirm the intent?
A. The selected vendor will be working in a contracted staff capacity instead of just a consulting role. The
Office of Infrastructure and Accreditation Administrator will provide direct contract and project oversite.
The Administrator will meet regularly with the selected vendor to provide support and necessary resources and ensure ongoing progress. The SD DOH Accreditation Core Team and Domain 9 team will also have regular interaction with the selected vendor to address the requirements as laid out in Domain
9. The vendor will serve as the overall facilitator and lead for quality improvement efforts. SD DOH will provide feedback through their Domain 9 workgroup participation. They will assist with decision making and driving program efforts as well as implementation of quality improvement cycles. Quality improvement projects implemented across the department will be led by the selected vendor with decision-making and implementation of improvements being executed by SD DOH staff. A minimum of
1.0 FTE is required.
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