RFP 250000002526 - Questions and Answers.docx

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MI BRFSS Survey Operations
Solicitation number
RFP-491-250000002526-2
Issued by
Michigan

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This document is a Questions and Answers (Q&A) file for Request for Proposal (RFP) No. 250000002526 issued by the Michigan Department of Health and Human Services (MDHHS) for MI BRFSS Survey Operations. The RFP seeks a contractor to conduct the Behavioral Risk Factor Surveillance System (BRFSS) survey, with an anticipated contract start date of January 1, 2026. The survey interviews are expected to range between 27-34 minutes in length each year, with data collection beginning in January 2026. The current contract, running from January 2021 through December 31, 2025, has a total value of $5,676,251.60.

The proposal requires detailed submissions including a project plan, organizational chart, and sample reports. The survey methodology specifies a 30% landline / 70% cell phone split for interviews, with potential adjustment to a 20% landline / 80% cell phone ratio in future years. The state is seeking a competitive bid and has not disclosed a recommended budget range, instead asking bidders to propose their own pricing based on the RFP requirements. Bidders may subcontract with call centers and are expected to propose the number of interviewers needed to complete the project. The state does not mandate specific full-time equivalent (FTE) requirements for key project personnel but requests detailed information about the project team and their qualifications.

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Michigan.gov/MiProcurement

BIDDER QUESTIONS & ANSWERS

Request for Proposal No. 250000002526 MI BRFSS Survey Operations

Q #
Document and Section
Page #
Bidder Question
State Response
1
N/A
N/A
Is there a recommended grant amount or range that applicants should bid within?
The State is unable to share the budget. The State would like the bidder to submit a competitive bid based on the requirements of the RFP.
2
N/A
N/A
What is the amount of the budget for the current contract for each year?
The total contract value for the current contract, from January 2021 through December 31, 2025, is $5,676,251.60.
3
N/A
N/A
Can MDHHS please confirm the expected interview length each year?
Each year differs due to the state-added questions. The length varies from 27 - 34 minutes.
4
RFP Timeline
1
The anticipated contract start date is 1/1/2026. What is the expected date for the start of data collection in 2026?
The expected date for the start of data collection in 2026 is January 1, 2026, but there may be delays, causing the start to be the middle of January 2026.
5
Proposal Instructions, Section 5
“…submit all documents in a modifiable (native) format … …the bidder may also submit copies of documents in PDF.…” Question: May we submit signed documents as PDF only and sample reports as PDF only? Signed documents include the Confidential Treatment Form.
See Proposal Instructions, Section 5, Delivery of Proposal for requirements.

The bidder should submit all documents in a modifiable (native) format (examples include but are not limited to Microsoft Word or Excel and Google Docs or Sheets). In addition to submitting documents in a modifiable format, the bidder may also submit copies of documents in PDF. Attachment file size is limited to 30 MB per document.

6
Schedule A, Statement of Work, Section B. 1. a.
44
Our organization does not have call center capabilities on site. Can we subcontract with an established call center to complete the surveys?
See Schedule A, Statement of Work, Section 2.3 Disclosure of Subcontractors.
7
Schedule A, Statement of Work, Section B. 4. f.
46
How many interviewers do you expect to be employed for this project?
The State would like the bidder to propose the number of interviewers needed to complete the requirement and describe in detail how they will comply with the requirements of the RFP.
8
Schedule A, Statement of Work, Section B. 4. f.
46
How many workstations do you expect to be in the call center?
See response to Question # 7 above.
9
Schedule A, Statement of Work, Section 2.1 Contractor Program Manager
50
Are there FTE (or # of work hours/week) requirements for the project director, project manager, and financial liaison who will be assigned to this project?
No, there are no full time equivalent (FTE) requirements.
10
Schedule A, Statement of Work, Section 2.1 Contractor Program Manager
50
In addition to naming the Project Director, Project Manager, and Financial Liaison, may we describe their experiences that are similar to the proposed project and what we understand their duties will be?
Yes, you may describe their experiences, but it is not required.
11
Schedule A, Statement of Work, Section 2.1 Contractor Program Manager
50
In addition to the Project Director, Project Manager, and Financial Liaison, should we also provide details about any other key team members we are proposing?
See Schedule A, Statement of Work, Section 3.1 Project Plan. The bidder must submit its proposed project plan. The plan must include: (a) the Contractor's organizational chart with names and title of personnel assigned to the project, which must align with the staffing stated in accepted proposals; and (b) the project breakdown showing sub-projects, tasks, timeline, and resources required.
12
Schedule A, Statement of Work, Section
50
Project Director, Project Manager, and Financial Liaison – may we submit their (and any other key team members we may propose) resumes as an attachment to the SOW? If yes, are there page limits for resumes?
Yes, you may submit resumes, but they are not required for the RFP.
13
Schedule A, Statement of Work, Section
52
May we submit the organizational chart as an attachment to the SOW?
Yes, you may submit the organizational chart as an attachment to the SOW.
14
Schedule A, Statement of Work, Section
52
May the “project breakdown” be submitted as a separate attachment to the SOW?
See response to Question # 13 above.
15
Schedule A, Statement of Work, Section
52
For the requested sample reports, do you want samples of similar reports previously completed for another client? Or do you want samples of reports that will be required once the project begins (such as an example Monthly Report (mentioned on Pg 52)?
Samples of required reports may be either proposed/suggested templates or completed/final reports from similar projects.
16
Schedule A, Statement of Work, Section
54
“Provide Samples of Required Reports” – do you want samples of proposed report templates that will be required while the project is in progress, or examples of reports prepared for past similar projects?
See response to Question # 15 above.
17
Schedule A, Statement of Work, Section
55
If our organization cannot agree to liquidated damages, will that impact the scoring of our proposal?
See Proposal Instructions, Section 6, Evaluation Process.

Bidder must affirm agreement with the attached Contract Terms. If not in agreement, written exceptions in accordance with the Evaluation Process section of the Proposal Instructions must be provided with Bidder’s proposal.

18
Schedule B Pricing
56
Does the same 30% landline / 70% cell phone split allocation apply to the requested 734 oversample completes to be priced?
Yes, the same 30% landline / 70% cell phone split allocation applies to the requested oversample completes to be priced. The landline/cell phone split ratio may change to 20% landline / 80% cell phone in later years if the funding permits.

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