Response to Offeror Questions document.pdf

600 E Capitol Ave, Pierre, SD 57501 | 605-773-3361 | ruralhealthtransformation.sd.gov

June 19, 2026

RFP #26-09RHT-022 Building a Sustainable Rural Healthcare Workforce: Stakeholder and Project Management

Questions and Answers

Thank you for your interest in RFP #26-09RHT-022: Building a Sustainable Rural Healthcare Workforce: Stakeholder and Project Management under the Rural Health Transformation project.

As outlined in the RFP Schedule of Events, all questions received by the Offeror Questions due date of June 10, 2026, were compiled and addressed collectively by June 19, 2026. To ensure a fair and transparent process for all potential offerors, individual responses to questions will not be provided directly.

1. Incumbent Contractor

Question: Is there a current contractor providing these services under an existing agreement? If so, is the name of the incumbent contractor publicly available?

Answer: No there is not a current contractor.

2. EMS Subject Matter Expertise

Question: Can ORHES provide additional information regarding the anticipated level of subject matter expertise expected for Emergency Medical Services (EMS) initiatives? Specifically, is the selected contractor expected to provide direct EMS operational expertise, or primarily project management, stakeholder engagement, coordination, and technical assistance support related to

EMS transformation efforts?

Answer: The purpose of this RFP is to procure a qualified consultant to support ORHES administration and outreach efforts in advancing rural healthcare transformation initiatives. The consultant is not expected to serve as a subject matter expert in Emergency Medical Services

(EMS) and will not be responsible for providing direct technical assistance to EMS agencies.

3. EMS Scope of Work

Question: Approximately what proportion of the anticipated contractor effort is expected to be dedicated to EMS-specific activities versus broader rural health transformation, workforce development, stakeholder engagement, and program management activities?

Answer: The contractor selected for this opportunity will support ORHES in the overall management and coordination of the Rural Healthcare Transformation (RHT) initiative as outlined in the scope of work. The contractor’s primary focus will be on advancing broader RHT priorities.

4. EMS Transformation and Reimbursement Support

Question: Can ORHES clarify the expected depth of EMS transformation support, including reimbursement and payment framework analysis, development, and implementation assistance?

Answer: The ORHES is not expecting this consultant to provide EMS reimbursement or payment analysis.

5. Level of Effort and Staffing Expectations

Question: Does ORHES anticipate a dedicated full-time resource for this project, or would a team-based consulting approach be acceptable provided all deliverables and project requirements are met?

Answer: One point of contact is preferred, but this could include a full-time resource or a team-based consulting approach.

6. Monthly Hours and Work Location Expectations

Question: Can ORHES clarify the anticipated level of effort, including estimated monthly hours and expectations regarding onsite versus remote work?

Answer: Onsite versus remote work would be determined by the proposed work plan and what the contractor determines is needed to complete the contract requirements.

7. Stakeholder Engagement Activities

Question: Can ORHES provide an estimate of the anticipated frequency and volume of stakeholder engagement activities during the first contract year, including in-person meetings, listening sessions, workgroup meetings, site visits, and community engagement events?

Answer: Stakeholder engagement activities will be determined by the proposed work plan and the number of contracts signed under the workforce and EMS related RFPs for rural health transformation funding.

8. Tribal Engagement Expectations

Question: Regarding engagement with tribal communities and organizations, will the selected contractor primarily support existing relationships and initiatives, or will there be expectations to establish new partnerships and engagement structures?

Answer: Supporting existing relationships and initiatives are important. New partnerships and engagement structures should be created when it would be beneficial to the project.

9. Tribal Partner Coordination

Question: The RFP references engagement with tribal partners across multiple work areas. What role does ORHES anticipate the contractor will support specific to working with federally recognized tribal partners (e.g., formal government-to-government tribal engagement, program-level coordination, data sharing, or other activities)?

Answer: Tribal partners will be included in conversations when discussing building a healthcare workforce and EMS related topics across South Dakota. The contractor will support engagement and program coordination with contracts awarded under workforce and EMS related RFPs for rural health transformation funding.

10. Community Engagement Expectations

Question: Should the contractor anticipate direct engagement with rural residents and Tribal nation members as part of the stakeholder engagement scope, in addition to engagement with providers, health systems, and organizational partners?

Answer: Yes, stakeholder engagement can include rural residents and Tribal nation members.

11. Existing Workplans and Governance Structures

Question: What current workplans, governance bodies, implementation structures, advisory groups, or decision-making processes are already in place that the selected contractor will be expected to align with?

Answer: The contractor will work with staff in the South Dakota Department of Health, Office of Rural Health and Emergency Services. Staff will provide relevant background materials, strategic analyses, program documentation, and available date necessary to support work. Work will align with rural health transformation goals and the Strategic Analysis of South Dakota’s

Rural Healthcare Programs, 2024.

12. Priority Initiatives and Performance Measures

Question: Are there specific performance metrics, outcome measures, priority initiatives, or strategic objectives that ORHES has already identified for the first contract year beyond those outlined in the RFP?

Answer: No, additional resources have not been identified.

13. CMS Reporting Requirements

Question: Will ORHES clarify any CMS-prescribed templates, reporting systems, required data elements, and reporting schedules the contractor will be expected to use? Additionally, what role will the contractor play in preparing and submitting CMS quarterly reports?

Answer: Yes, ORHES will clarify with the contractor what is required for templates and reporting. The contractor will prepare information and provide to ORHES. This will be compiled with other information submitted by the Department of Health to CMS.

14. Financial Sustainability Analysis

Question: Is the selected contractor expected to conduct or support analysis of current and prospective funding streams to identify sustainable financial models for rural healthcare providers and systems?

Answer: No

15. Scope of Contract and Grant Oversight

Question: Work Area 4 references support for ORHES contracts, grants, and funding initiatives.

Can the State provide additional information regarding the number of contracts and grants expected to be supported, the number of funded entities anticipated to receive technical assistance, and the expected level of monitoring and oversight responsibility?

Answer: The number of contracts will be determined as additional RFPs issued by ORHES are completed and awards are made. The contractor will work with ORHES staff to ensure contracts are signed and contract requirements are met.

16. Subrecipient Oversight Information

Question: What information should the contractor expect to receive regarding subrecipient grants, reporting, and performance data to support program oversight responsibilities?

Answer: The contractor will work with ORHES and the Department of Health fiscal staff which will supply subrecipient forms and reporting requirements.

17. Role in Future Grant and Contract Awards

Question: What role, if any, does the State anticipate the contractor will have in future subrecipient evaluations, application reviews, scoring, funding recommendations, or contract award processes?

Answer: The contractor will be involved in future evaluations by helping with application reviews, scoring, funding recommendations, and contract processes.

18. Contractor Role Relative to ORHES and Other Consultants

Question: How should the selected contractor distinguish its responsibilities from those of

ORHES staff, and any other Rural Health Transformation consultants currently engaged or anticipated to be engaged by the State?

Answer: The contractor will work with ORHES staff for workforce and EMS related RFPs.

Responsibilities can be distinguished through a detailed responsibility matrix to identify roles, tasks, responsibilities, and to coordinate efforts.

19. Mandatory versus Discretionary Deliverables

Question: Section 3 identifies five work areas and notes that deliverables "may include, but are not limited to" a variety of activities. Which work areas and deliverables do ORHES consider mandatory during Year 1, and which activities are discretionary, optional, or dependent upon program progress?

Answer: ORHES anticipates that all five work areas identified in Section 3 may be required during Year 1; however, the specific level of effort, timing, and deliverables within each area will be prioritized in collaboration with the selected contractor based on program needs and available resources. Offerors should propose capabilities across all work areas.

20. Eligibility of National Firms

Question: Are qualified national firms eligible and encouraged to submit proposals, or is there a preference for South Dakota-based vendors?

Answer: National firms are eligible to submit a proposal. Familiarity with South Dakota’s rural, frontier, tribal, and healthcare landscapes is strongly encouraged and may be considered during proposal evaluation.

21. South Dakota EMS Experience Requirement

Question: Section 4.3 references EMS expertise in South Dakota. Is demonstrated EMS experience specifically within South Dakota a mandatory requirement, or one factor among the evaluation criteria? Will comparable experience in other rural, frontier, and tribal geographies be considered responsive?

Answer: Demonstrated EMS experience within SD is not mandatory.

22. Vendor Registration Requirements

Question: Must a firm be registered or approved as a state vendor prior to proposal submission or award?

Answer: No.

23. Eligibility Requirements

Question: Who is eligible to apply for this opportunity?

Answer: Eligible applicants may include organizations, firms, consultants, healthcare entities, educational institutions, nonprofit organizations, tribal organizations, workforce development entities, or other qualified contractors with demonstrated expertise in rural healthcare systems, healthcare workforce development, EMS systems, grant and contract administration, stakeholder facilitation, and project management. Preference may be given to organizations with experience supporting healthcare transformation initiatives in rural, frontier, and tribal communities.

24. Proposal Submission Process

Question: What is the required submission process and portal for proposal submission? If submission occurs through a state procurement system, what is the name and web address of that system?

Answer: All proposals must be completed and received via email to Josie.Petersen@state.sd.us by the date and time indicated in the Schedule of Activities.

25. Subcontractors and Team Partners

Question: May offerors propose subcontractors or team partners as part of their proposal? If so, what information is required at the time of submission (e.g., scope of work, letters of commitment, qualifications)?

Answer: Yes, subcontractors or team partners are allowed. Proposals should include information that will support your plan.

26. Use of Local South Dakota Partners

Question: May offerors include local South Dakota partners or subcontractors as part of their proposed team?

Answer: Yes.

27. Insurance Requirements

Question: Must offerors demonstrate insurance coverage or insurability at the time of proposal submission, or only upon contract award and prior to commencement of work?

Answer: Upon contract award and prior to commencement of work.

28. Proposal Personnel Requirements

Question: Does the State prefer proposals that identify specific personnel and include resumes for key staff, versus proposing positions that will be hired following a contract award?

mailto:Josie.Petersen@state.sd.us

Answer: Named personnel and resumes are beneficial, however they are not required and it is acceptable to propose positions that will be filled following a contract award.

29. Position Sustainability Requirements

Question: For positions funded through this contract, does the State expect offerors to demonstrate sustainability beyond the contract period, or are time-limited project positions acceptable?

Answer: Time limited project positions are acceptable.

30. Proposal Page Limit

Question: If an applicant wishes to include sample deliverables (e.g., reports, workplans, presentations, or work products), will those materials count toward the 50-page proposal limit?

Would links to sample materials be acceptable?

Answer: Yes, these documents are included in the 50 page proposal limit. Sample pages or links to sample materials are acceptable. The cost proposal is not included in the 50 page limit.

31. Proposal Page Count Clarification

Question: Does the 50-page limit include the signed RFP forms, table of contents/index, executive summary, funding disclosure forms, organizational chart, personnel resumes, and cost proposal? Additionally, are there any formatting requirements beyond those already identified in the RFP?

Answer: The 50 page limit includes the signed RFP forms, table of contents/index, executive summary, funding disclosure forms, organizational chart, and personnel resumes. The cost proposal is not included in the 50 page limit. There are no additional formatting requirements beyond those identified in the RFP.

32. Past Performance Documentation

Question: Does the State have a required template, reference form, or questionnaire for past performance information, or should offerors provide a narrative summary with client references?

Answer: There is not a required template or form. You may include this information in the format you prefer.

33. Reference Verification Process

Question: Will the State contact references directly, or should offerors submit completed reference forms from prior clients?

Answer: A reference form is not required. References may be contacted by the state directly, if needed.

34. Prior Project Cost Information

Question: What level of prior project cost and pricing information is expected for past performance submissions, and how should commercially sensitive information be submitted and protected?

Answer: Offerors should provide sufficient cost and pricing information for past performance references to enable ORHES to assess the scope, scale, and relevance of prior work, such as total contract value, period of performance, and the offeror’s role. Detailed proprietary pricing data is not required. Any commercially sensitive or proprietary information should not be included or should be clearly marked and submitted only to the extent necessary for evaluation.

35. Rural Health Transformation Funding Disclosure

Question: For disclosures required under Sections 5.1.1 and 5.1.2, should offerors disclose only funding held or sought by the proposing legal entity, funding held by affiliated organizations, or any engagement that could create duplication of effort, staffing, or costs? Additionally, does

"applied for" include only pending applications or also active and awarded funding?

Answer: Offerors should disclose any funding, awards, applications, or engagements that could create potential duplication. “Applied for” includes pending applications, and active and awarded funding.

36. Evaluation Criteria Weighting

Question: Will ORHES provide the point allocation, weighting, scoring rubric, or relative importance assigned to each evaluation criterion?

Answer: No, the scoring rubric will not be made available.

37. Cost Proposal Evaluation

Question: How will the independently evaluated cost proposal factor into final award decisions relative to the technical proposal? Are there minimum technical thresholds or pass/fail requirements?

Answer: Cost proposals will be evaluated independently from technical proposals and will be considered as part of the overall best-value award determination. Offerors must first demonstrate that they meet all mandatory solicitation requirements and that their technical approach is acceptable. Among technically acceptable proposals, ORHES will consider both technical merit and evaluated cost in selecting the proposal that provides the greatest overall value.

38. Contract Value Clarification

Question: Does the $500,000 figure represent the maximum value of the initial 12-month contract period, the full contract including renewal periods, or a cap on a specific funding category? How does it relate to the TBD Total Contract Amount referenced elsewhere in the

RFP?

Answer: The award shall not exceed $500,000 per contract period for a contract that will run from approximately August 1, 2026 to July 31, 2027. The $500,000 amount does not include renewal periods. Section 2 of the RFP, which includes TBD, is showing the State’s standard contract terms and conditions that will be used for a contract. All lines with TBD will be completed when a contract is drafted for signature.

39. Budget and Budget Period Clarification

Question: Should budgets include only the initial contract year, or should budgets for renewal periods be included separately, and what is the intended contract period associated with the budget request?

Answer: Budgets should include Year 1 costs. Budgets for renewal periods may be included separately; however, they are not required. The budget is based on costs for 12 months, approximately August 1, 2026 through July 31, 2027.

40. Travel Reimbursement

Question: Will travel expenses be reimbursed separately, or should all anticipated travel costs be incorporated into the fixed-price proposal?

Answer: Travel costs should be incorporated into the proposal.

41. Contract Payment Structure

Question: Can ORHES confirm the anticipated payment structure for this contract? Specifically, will compensation be based on time and materials, fixed-price deliverables and milestones, cost reimbursement, or another payment methodology?

Answer: This contract will be administered on a cost-reimbursement basis. Contractors will submit monthly invoices documenting costs incurred during the billing period, along with a summary of deliverables and milestones completed. Payments will be made based on allowable, reasonable, and allocable costs incurred in performance of the work, subject to review and approval of the submitted invoice and supporting documentation.