Response to Offeror Questions document.pdf
PDF 171 KB Posted
- Attached to
- Baby Ready Program Quality Assurance Review
- Solicitation number
- 25RFP13268
- Issued by
- Harding County, South Dakota
About this file
This is a Response to Offeror Questions document issued by the South Dakota Department of Social Services, Office of Procurement Management, for RFP #13268 regarding Quality Assurance Review services for the Baby Ready Program. The State seeks a vendor to conduct comprehensive annual quality assurance reviews of the Baby Ready Program, which currently serves 40 clinics, 158 individual practitioners, and 126 recipients. The review scope encompasses compliance assessment, recipient outreach, standards of care, care coordination, barrier initiatives, and care plans. The vendor must perform limited in-person reviews (estimated at 11 annually), with the majority of reviews conducted through electronic and paper methodologies. Annual reports are due by October 1st each year. A letter of intent was due February 18, 2025, with final proposals due March 26, 2025, by 5:00 PM CDT. The contract term is three years beginning June 1, 2025, with two optional one-year extension periods available.
Offerors must submit detailed cost proposals as a separate attachment from the technical narrative, with no page limit specified for responses. Travel costs should be included in the "Other" category of the cost proposal. The State provided a reference contract for budgeting perspective but did not disclose a specific anticipated funding amount, requiring offerors to propose amounts they believe necessary to complete the scope of work. Vendors must provide three references from previous, current, or combined service contracts of similar nature. Proposals may include exceptions to contract terms submitted as an appendix. A Business Associate Agreement will be required for data sharing. The vendor will receive individual-level participant data from the State to develop sampling methodology and must acquire medical records from participating providers on behalf of the State. Process flowcharts should be submitted using Microsoft Visio format. No set-aside designations or incumbent information is noted in this document.
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Text version
RFP 13268 Sample Questions and Responses Page 1 of 2
STATE OF SOUTH DAKOTA
OFFICE OF PROCUREMENT MANAGEMENT
523 EAST CAPITOL AVENUE
PIERRE, SOUTH DAKOTA 57501-3182
Baby Ready Program Quality Assurance Review
Questions and Responses
PROPOSALS ARE DUE NO LATER THAN MARCH 26, 2025 BY 5:00 PM CDT
RFP #13268 BUYER: Division of Medical Services POC: Kirsten Blachford Kirsten.Blachford@state.sd.us
Q1: What is the anticipated funding amount for each contract year?
Section 7.0 Cost Proposal, page 11. What is the budget for the first three years of the contract and then the option years?
A1: Proposals should include the amount of funding the offeror believes is required to successfully complete the scope of work. For perspective DSS has a contract similar to this for another program. Please refer to the attached contact as an amount reference.
https://open.sd.gov/contracts/08/23-0800-099.pdf Q2: Can the limited “in-person reviews” occur virtually?
Are the QA reviews expected to be conducted in person at the provider locations? Or are they virtual? Based on our reading of the solicitation, we thought that reviews were to be virtual.
A2: No, “in-person reviews” cannot be done virtually.
Q3: How many in-person review does DSS anticipate occurring?
A3: An exact number is unknown. We currently estimate 11 will occur in person.
Q4: Is a data sharing agreement required?
A4: Yes, a Business Associate Agreement will be required.
Q5: Is DSS distinguishing between "clinics" and "individual practitioners" under the umbrella of "providers"? Does DSS expect the contractor to develop improvement plans for both clinics and individual practitioners?
A5: DSS considers “clinics” and “individual practitioners” under the umbrella of “providers”.
Development Plans should be developed with a focus on the “clinic”.
Q6: Does DSS have a preferred platform for the process flowchart?
A6: DSS would prefer Microsoft Visio.
Q7: Can DSS provide examples of “special project constraints”?
A7: Special project constraints are specific limitations a vendor has to meet to successfully complete a project. Constraints include things such as time, cost, resources, and scope.
Q8: Attachment C: Should the “Other” category of the Cost Proposal Format include travel?
A8: Yes, travel should be included in the “Other” category in the cost proposal.
mailto:Kirsten.Blachford@state.sd.us https://open.sd.gov/contracts/08/23-0800-099.pdf
RFP 13268 Sample Questions and Responses Page 2 of 2
Q9: In section 4.3, the RPF states “Provide the following information related to at least three previous and current service/contracts, performed by the offeror’s organization, which are similar to the requirements of this RFP.” Is the state asking for 3 previous contract references, in addition to 3 current contract references (6 total references)? Or, is the state asking for 3 of either previous or current contracts?
A9: The state is asking for a total of 3 references, which can be previous, current, or a combination of previous and current contracts.
Q10: How does the state prefer vendors to submit any necessary exceptions to contract terms? Our firms risk management policies require specific terms around contracting topics like limitation of liability.
Attachment A. Will there be an opportunity to request exceptions to the terms and conditions contained in Attachment A?
A10: Submit an appendix with proposed contract changes.
Q11: Section 5.0 Proposal Format Page 9. Is the cost proposal to be included with the technical narrative or should we submit as a separate attachment?
A11: DSS would prefer the cost proposal be submitted as a separate attachment.
Q12: Section 1.13 Length of contract / Attachment A, page 4. Please confirm the period of performance is three years beginning June 1, 2025 with two additional option years as stated in section 1.13 of the RFP. Attachment A indicates the period of performance as June 1, 2024 and shall end on May 31, 2025.
A12: The attachment A is an example contract for your review only.
Q13: Section 5.0 Proposal Format, Page 9. What is the page limit for the response, including the 1-2 page Executive Summary?
A13: DSS does not have a page limit for responses.
Q14: Section 3.0 Scope of Work , page 7. How will the state share data with the contractor (i.e. raw or aggregated).
A14: DSS will provide individual level data around participants for the vendor to create a sample for their methodology.
Q15: Section 3.0 Scope of Work, page7. Will the contractor have access to Baby Ready participant medical records?
A15: The vendor will acquire medical records from the BabyReady participating providers on behalf of DSS.
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