RFP 250000003094 - Bidder Question and Answer Response.xlsx

XLSX spreadsheet 18 KB Posted Sep 26, 2025

Attached to: No Wrong Door Time Study Administration
Solicitation number: RFP-171-250000003094-2
Issued by: Michigan

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Written by GovTribe AI · Sep 29, 2025

This document is a Bidder Question and Answer Response (RFP 250000003094) for the Michigan Department of Health and Human Services (MDHHS), specifically addressing the No Wrong Door (NWD) Random Moment Time Study (RMTS) program. The contract is for administrative and technical assistance in managing Medicaid Administrative Claiming (MAC) time tracking, with an anticipated contract start date of December 15, 2025, and an initial term through the end of fiscal year 2026. The project will involve administering a stratified time study for an estimated 50+ grantees, subgrantees, and in-kind partners, potentially involving over 200 survey participants. The proposal deadline was extended to October 3rd at 3:00 PM Eastern, with the go-live date expected by the end of the second quarter of fiscal year 2026.

The contract has a not-to-exceed budget of $1,000,000.00 and requires the selected vendor to provide a comprehensive solution including developing and managing the RMTS platform, conducting quarterly cost pool reporting, creating individual and aggregate reports for local agencies, and performing a 5% activity sample review. The vendor will be responsible for training MDHHS staff, coordinating with local agencies, calculating MAC claims, and establishing the entire infrastructure for the time study. Agencies currently submit Financial Status Reports monthly, but have not previously provided comprehensive quarterly cost pool reports. The contract includes potential renewal periods, with pricing for optional years to be submitted separately from the total initial contract cost.

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File	Type	Posted
Amendment 1 - RFP 250000003094 - No Wrong Door Time Study.docx	DOCX document	Sep 26, 2025
RFP 250000003094 - No Wrong Door Time Study.docx	DOCX document	Sep 26, 2025

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Sheet1

Question #	Schedule	Section	RFP Page #	Question	States Response
1	Hybrid Contract Terms	N/A	18	Should the budget submitted within this proposal include the amount for the two optional renewal periods or only the first project year?	The total should account for the initial Contract term. If option year pricing is being included then it should be separate from the total cost.
2	Hybrid Contract Terms	N/A	18	What is the anticipated go live date for the ongoing operation of the time study survey and cost reporting (i.e. when the survey would actually need to begin to be administered with local agencies)?	By end of second quarter fiscal year 2026.
3	Hybrid Contract Terms	N/A	18	Given that the contract period is anticipated to begin on December 15, 2025, the first year of the contract will likely close prior to the conclusion of a quarter. For example, Q1 may run July-September 2026 and Q2 may run October-December 2026. Is there any expectation that the vendor supports the quarterly cost reporting or cost reimbursement estimate that may occur after the conclusion of the Y1 scope, or should the vendor only include costs for operating the time study and training infrastructure for that quarter? For example, cost reporting for Q2 in the prior example would, at the earliest, be able to occur in January 2027 after all time study data is captured, which is beyond the Y1 contract period.	Yes, data and reports are due in the month following the end of the quarter, regardless of the contract end date.
4	Schedule A- Statement of Work	1.1.B	44	What are the expectations around reviewing and reporting monthly cost reporting and cost pool details? In our experience agencies are only required to submit cost information on a quarterly basis, does the State have a different expectation?	It is expected that there will be quarterly cost pool reporting.
5	Schedule A- Statement of Work	1.1.C.5	44	Does the State have an expectation that reports would only be for MDHHS and no reports are expected to be developed for local agencies? If local agency reports are desired, can the State specify the potential content and frequency?	Local agency reports are expected to the agencies. Such as participant roster reports, maintenance reports, and monthly response and results reports. These are not exhaustive reports and the frequency and timing will be determined by the needs of the RMTS and MDHHS once implemented.
6	Schedule A- Statement of Work	1.1.C.5	44	Does the State have an anticipated cadence for the reports developed for MDHHS (e.g., monthly, quarterly, annual)?	Monthly or Quarterly depending on the report.
7	Schedule A- Statement of Work	1.1.C.7	45	Can the State clarify what it is expecting as far as potential required reports? Developing supplemental reports could be a substantial endeavor depending on the need	See Requirements 1.1.C.
8	Schedule A- Statement of Work	1.1.D.2 (Table Item 1)	46	The State is requiring a stratified time study approach. Does the State have a process for verifying how vendors would be able to meet this requirement and/or factor this into the overall scoring? This section just appears to require that vendors attest that they are capable of meeting requirements, and it is not explicitly part of the requirements in 1.1	Vendors should document your proposed process through your previous experience and your plan.
9	Schedule A- Statement of Work	1.1.D.2 (Table Item 9.b)	46	Is the contractor expected to coordinate directly with the local agencies to clarify/verify the 5% activity sample and ensure corrective action is taken? Do the local agencies have any role, responsibility, or accountability as part of the 5% activity sample, or is it solely up to the contractor to try to establish whether the activity reflected what the staff was doing at the time of the survey and that the selected code and activity description are accurate? Will the contractor have access to data systems to allow the contractor review team to understand whether the activity is reflective of what the staff were doing at point of the random moment survey? If not, what is the State's expectation for how a 5% review is performed?	Vendors should document your proposed expectation for monitoring and reviewing the 5% sample. Local agencies will be expected to review, respond, and adjust as appropriate from the 5% sample. There will be direct coordination between the vendor and the local agencies.
10	Schedule A- Statement of Work	1.1.D.2 (Table Item 11)	47	What are the contractor expectations for quality control? How does this differ from the 5% activity sample in 1.1.D.2 (Table Item 9.b)?	Vendors should adequately document their quality control processes in their response to this proposal.
11	Schedule A- Statement of Work	1.1.D.2 (Table Item 14)	47	Does the State only require staffing changes to be reflected on a quarterly basis or should the proposed solution allow for survey distribution to be managed on a more dynamic basis (e.g., local agency staff changes are made and scheduled on a weekly basis)?	Staffing changes will be modified as needed.
12	Schedule A- Statement of Work	1.1.D.2 (Table Item 18)	47	For budgeting, should the contractor assume that the State will utilize the same platform as the contractor or will this also include supporting the development of the surveying process on a separate platform preferred by the State?	Vendor needs to provide the system/platform.
13	Schedule A- Statement of Work	1.1.D.2 (Table Item 18)	47	Item states "Ongoing training". Is it expected that the contractor is training MDHHS staff on all of the interworkings of the RMTS, cost pool, and other MAC infrastructure on a daily or weekly basis, or is this item more focused on providing training to MDHHS staff prior to the conclusion of the Y1 period (if no renewal is sought)?	It is focused on providing training to MDHHS staff prior to the conclusion of the Y1 period (if no renewal is sought).
14	Schedule A- Statement of Work	1.1.D.2 (Table Item 19)	47	This item lists MDHHS as being responsible for annual refresher trainings and we wanted to ensure that this is accurate, as 1.2.C lists this as a contractor responsibility	Both the vendor and MDHHS are responsible.
15	Schedule A- Statement of Work	1.2	47	This section does not require ongoing trainings, while 1.1.D.2 (Table Item 19) requires "Ongoing training for grantees, subgrantees, and formal partners on the system, cost pool, and other documentation and requirements for successful implementation". Should this be added to 1.2?	Yes this should be added to 1.2.
16	Schedule A- Statement of Work	5.2.D	56	Item states "Quarterly status meetings with grantees, as needed", however item 16 in the table following 1.1.D.2 states "Quarterly Summary Findings Presented & Shared". Should the contractor be expecting to deliver a presentation and share the findings each quarter, or only as needed as stated in 5.2.D?	Meetings with local agencies will take place as needed to address issues found from the reports. The vendor will present summary findings to MDHHS quarterly.
17	Schedule A- Statement of Work	5.2.C & 5.2.D	56	We wanted to confirm that, as written, the contractor is expected to hold an initial and quarterly meeting with the grantees within the first 30 calendar days of the contract effective date. At this point the contractor and State will likely still be finalizing MAC infrastructure, so can the State provide insights into what is expected to be presented at each of these meetings by the contractor and how the initial and quarterly meeting within the first 30 calendar days of the contract differ?	The vendor should be familiar enough with MAC and the RMTS to explain the process and what will be needed for the grantees during this initial training.
18	Schedule A- Statement of Work	5.3.A.1	57	Should the monthly response and results reports be prepared as individual reports available for distribution and review by each agency or a single overall aggregate report of all agency responses for MDHHS?	It should be in both aggregate and individual.
19	Schedule A- Statement of Work	5.3.B	57	What is the purpose of the "annual staff pool list"? If this is a staff roster, at a minimum shouldn't this be quarterly to reflect staff who participated in the time study and had costs reported on their behalf for the prior quarter?	This should be quarterly staff pool lists.
20	Schedule A- Statement of Work	5.3.C	57	Can the State clarify the intention of the statement "both individual and in aggregate"?	As noted in question 18.
21	Schedule A- Statement of Work	5.3.C	57	Who is the anticipated audience for the 5% random sample report (e.g., MDHHS only, individualized agency reports, statewide agency level report for distribution to local agencies)?	All of the above.
22	Schedule B- Pricing	N/A	61	Is an acceptable "Unit" a deliverable, such as the submission of the quarterly cost pool report and all work that went into the development of the deliverable, including operating the time study and developing the cost pool from the local agency reports? If the unit rate is expected to change (e.g., more support may be needed for Q1 launch than in subsequent quarters), should each deliverable be included as its own row?	Budgets should follow a typical methodology in unit pricing such as staffing, supplies, etc.
23	Overall	N/A	N/A	Can the State provide the estimated number of grantees, subgrantees, and formal partners who would be participating in MAC both in terms of the number of agencies and number of survey recipients?	There are an estimated 50+ Grantees, Sub-grantees, and in-kind partners participating in the program. The number of survey participants could exceed 200.
24	Overall	N/A	N/A	Does the State have a not to exceed amount for this scope of work?	$1,000,000.00
25		Proposal Instructions - Proposal deadline	1	Since responses to questions are not going to be provided until 3 business days prior to the due date, we respectfully request a one-week extension of the proposal submission deadline — from the current due date to Tuesday, October 8, 2025.	Proposal Deadline is extended to Friday, October 3rd at 3:00 P.M. Eastern.
26		Schedule A Statement of Work - Background	44	According to the RFP, "MDHHS currently utilizes four random moment time study (RMTS) instances. Michigan’s No Wrong Door system is smaller and may require a different methodology." How is the Michigan No Wrong Door participant population currently being surveyed or engaged?	We are not currently surveying the participants in the program as we have not begun the RMTS.
27		Schedule A Statement of Work - Scope	44	Could MDHHS please provide clarification as to why a stratified time study methodology is preferred over a standard time study methodology?	Some staff working on this program, may be working on other programs, grants, projects outside of the eligible MAC activities. Some may work their full time on this program. A stratified approach would allow the study to classify individuals and positions in a way that allows agencies to maximize their potential to submit on the most MAC claiming.
28		Schedule A Statement of Work - Scope	44	The RFP states "The Contractor will provide administrative assistance to MDHHS staff in managing MAC time tracking for the NWD program. The Contractor will also provide direct administrative and technical assistance to the implementing agencies (Grantees and their subgrantees and formal partners) in setting-up, reviewing, and managing their MAC time tracking for the NWD program." Are staff at the NWD agencies doing both 100% time tracking as well as a random moment time study?	Staff will be time tracking according to their agencies tracking methodology and a RMTS.
29		Schedule A Statement of Work - Scope	44	Is the vendor responsible for setting up time tracking for participating NWD agencies or is a time tracking process already in place?	The vendor is responsible for having the actual system for the RMTS.
30		Schedule A Statement of Work - 1.1. General Requirements	45	Does MDHHS expect the Contractor to calculate the MAC claim?	The contractor is expected to calculate the MAC claim.
31		Schedule A Statement of Work - 1.1. General Requirements	46	Could MDHHS please provide clarification on their preferred methodology for conducting a stratified random moment time study?	The vendor should respond using their methodology.
32		Schedule A Statement of Work - 1.1. General Requirements	46	The SOW states "Administer stratified sampling tool in day or half day increments as determined by staffing schedules". Is the intended stratification based on schedules, or is it based on another factor (such as by NWD agency?)	Based on both. Agencies have differing schedules for staff depending on their individual agency programs.
33		Schedule A Statement of Work - 1.4 - User Type and Capacity	49	What is the approximate number of NWD agencies that would participate in the RMTS? What is the approximate number of participants across all agencies that would be included in the time study?	See question 23.
34		Schedule A Statement of Work - 5.3. Reporting	57	Are there established templates or reporting formats for the cost pool reports, or is the contractor expected to develop those from scratch?	The contractor is expected to provide cost pool reports.
35		Schedule A Statement of Work - 5.3. Reporting	57	How is expenditure information currently collected from NWD agencies? Is a current cost report for NWD agencies in place, or is the contractor to assist in the initial development of the cost report for NWD agencies?	Agencies submit Financial Status Reports to MDHHS on a monthly basis. They are expected to submit provide quarterly cost pools reports but do not currently provide them.
36		Schedule A Statement of Work - 5.3. Reporting	57	Is the intent for the vendor to collect costs from the NWD agencies, develop cost reports, and calculate the MAC claim?	This would be done by program and finance staff after RMTS model is complete, with training from the vendor.
37		Schedule A Statement of Work - 6. Pricing	57-58	Does MDHHS have a budget for this contract and if so, what is the amount?	Not to exceed $1,000,000.00
38		Schedule A Statement of Work - 10. Service-Level Agreement (SLA)	59	It appears that the SLA Metric is listed as Metric 2, while Metric 1 has not been provided. Could MDHHS please clarify whether there is a Metric 1 that the contractor should review and respond to?	There is not a second metric.
39		General RFP Question	N/A	This scope of work was bid in March of this year. What changes spurred the release of this request for proposal?	Additional requirements were added to the Schedule A -Statement of Work.

File details come from the government source that posted it. Updated Sep 29, 2025.