RFP_ReentryWorkGroup_Q_A.pdf

RFP 1115 Reentry Demonstration Waiver Questions & Answers 1

Request for Proposals for a Contractor to Provide Working Group Facilitation, Project Management, and Implementation Support for Minnesota’s 1115 Reentry Demonstration Waiver

Questions & Answers The State of Minnesota through the Minnesota Department of Human Services (DHS), Behavioral Health Administration issues this Questions and Answers document regarding the request for proposals identified above, Event ID 2000018621 issued on September 10, 2026.

Responses to Questions

Question (Q): Contract period discrepancy: The RFP Summary (Section 1.2/1.3) anticipates a contract start date of February 1, 2027, while Attachment G (Cost Proposal) covers the period January 1, 2027 through June 30, 2028. Could you clarify which start date should govern our Year 1 work plan and cost proposal?

Answer (A): The cost proposal should be completed for the period covering January 1, 2027, through June 30, 2028. The start date and final cost will be negotiated with the selected responder.

Q: CMS approval timing: The RFP anticipates Centers for Medicare & Medicaid Services (CMS) approval of the waiver in fall 2026, ahead of the contract's anticipated start. If CMS approval is delayed beyond the contract start date, how should Responders plan for the transition between working group facilitation (which can begin immediately) and implementation-phase project management (which depends on CMS approval)?

A: The Behavioral Health Administration (BHA) received notice of CMS approval of Minnesota’s 1115 Reentry Demonstration Waiver on September 23, 2026, with the implementation plan being due to CMS in January 2027. The successful responder can anticipate project management activities and implementation support to begin immediately upon contract execution.

Note that the working group is ongoing and will continue throughout the contract period and implementation phase.

Q: Cost proposal evaluation: Cost Detail represents 300 of the 1,000 available evaluation points, the largest single category. Could you share how cost proposals will be scored — for example, whether the lowest-cost

RFP 1115 Reentry Demonstration Waiver Questions & Answers 2 proposal receives full points with others scored proportionally, or whether cost is evaluated for reasonableness against a budget benchmark?

A: Cost is scored proportionally, with the lowest cost proposal receiving the full 300 points and points awarded to other responders in comparison to the lowest cost proposal.

Q: The RFP states the need to interpret CMS requirements. What depth of experience with CMS are you expecting the responder to have?

A: It is a preferred qualification that responders have familiarity with Medicaid and 1115 Demonstration Waivers. Responders should include in their Technical Proposal, section 3. Relevant Responder Experience, their experiences that demonstrate their ability to deliver the scope of work as identified in the RFP Section 2.

Experience with CMS is not required. Responders should describe their experience in interpreting federal policies and guidance, and how that experience informs their ability to complete this scope of work.

Q: What is the budget range for this project?

A: BHA anticipates an annual budget of $100,000 - $200,000 for this contract.

Responders should propose the cost based on the scope of work identified in the RFP.

Q: Section 2.2.1 states that the meetings will be hybrid. How has the technology worked in the past with comparable hybrid meetings, and what safeguards are in place to mitigate tech issues that can take away time from meetings?

A: BHA has a Technical Services Liaison staff position that can provide virtual or on-site support for meetings, with advance notice. DHS will ensure that in-person rooms are fully set up for hybrid meetings, as needed.

Q: Has the State been working with vendors during the waiver planning process? If so, can the State please share who those vendors are and if they are eligible to bid on this procurement?

A: Yes, BHA has worked with a variety of vendors over the course of the research and planning phases of this project, including BerryDunn, Abt Global, Public Consulting Group, and Management Analysis and Development at Minnesota Management and Budget (MAD).

These vendors are not precluded from bidding on this procurement and may submit a proposal.

Q: Is there an estimated budget for this scope of work that the State can share to assist bidders with accurate and sufficient pricing?

A: BHA anticipates an annual budget of $100,000 - $200,000 for this contract.

Responders should propose the cost based on the scope of work identified in the RFP.

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Q: There are two versions of this procurement. One dated August 10, 2026, and another with a date of September 10, 2026. Please advise if the September 10, 2026 version is the correct version.

A: The version titled “RFP_ReentryWorkGroupFacilitation_Final” is the final and correct version.

Q: RFP Section 3.4 Reference Form and Attachment A. The RFP states, “Responder should complete and submit ‘Attachment A: Reference Form’ for each reference it provides with its Proposal.”

It then goes on to state, “Responder should submit 3 reference forms with each reference’s company name and contact information.”

Can the State please clarify the following:

• Are bidders expected to only complete the top portion with reference contact information or the entire form?

• If the State decides to contact references, will you notify bidders so we can reach out to our clients?

• Can bidders use Minnesota BHA as a reference?

A: Yes, bidders are expected to only complete the top portion of the form with reference contact information. BHA will use the contact information provided to contact the references who will respond to the provided questions.

BHA will be contacting references for all responders who are determined to be responsive during the Phase 1 review. Responders should assume that references provided will be contacted.

Yes, responders can use Minnesota BHA as a reference.

Q: RFP Section 1.3 Background. The RFP states, “The working group is established and currently meeting monthly.”

• Are these meetings open to the public?

• If open to the public, is the public allowed to speak during these meetings?

• Are meeting summaries or other meeting artifacts posted publicly?

• If so, where can these artifacts be located?

A: Yes, meetings are open to the public. Yes, there is a public comment period at the end of each meeting.

Meeting summaries and documents are not currently posted publicly.

Q: Attachment G: Cost Proposal for January 1, 2027, through June 30, 2028; and RFP Summary Page. The RFP Summary page cites an anticipated contract start date of February 1, 2027, while the cost proposal includes costs starting with January 1, 2027. Please confirm if pricing should anticipate services beginning February 1, 2027, or January 1, 2027?

A: The cost proposal should be completed for the period covering January 1, 2027, through June 30, 2028. The start date and final cost will be negotiated with the selected responder.

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Q: Attachment G: Cost Proposal for January 1, 2027, through June 30, 2028. Is a budget narrative required to support the cost proposal?

A: No, a budget narrative is not required.

Q: Attachment G: Cost Proposal for January 1, 2027, through June 30, 2028. Will Project Management Services be paid at an hourly rate, by job title, with a total not-to-exceed the project management total in Attachment G?

Additionally, will the Contractor be capped at the Total Cost by Job Title level or at the grand total for the Project Management services in Section 2.2.2.? For example, if the Contractor needed to use more senior staff based on a particular BAH need and exceeded the line item for that Job Title Level but stayed within the grand total for the Project Management services, is that acceptable?

A: BHA anticipates that the project management services will be paid at an hourly rate with a total not to exceed amount. The payment schedule negotiated with the successful responder may include flexibility by job title, with a total not to exceed amount.

The specific payment schedule will be negotiated with the successful responder.

Q: Technical Contract Section 3.2.b. Please advise if any of the retainage provisions apply to this contract. If they do, please specify which Option is applicable.

A: Yes, the retainage provisions apply to this contract. The retainage options will be discussed and agreed upon with the successful responder. It is not necessary for responders to choose a retainage option in Attachment C: Exceptions to State’s Terms and Conditions.

Q: Section 2.2.1. Paragraph 9 states that up to 8 workgroup members may be eligible for compensation. Have the eight eligible members already been identified? If not, does DHS expect the vendor to identify additional eligible members for compensation?

A: Yes, BHA has identified work group members who are eligible for compensation. BHA is responsible for ensuring membership of the working group aligns with Minn. Statute, section 256B.0761, subd. 7.

Q: Section 2.2.1. Regarding the member compensation described in paragraph 9, will the vendor act as the pass-through agency for the $55 compensation payments to eligible workgroup members?

A: Yes, the successful responder is responsible for issuing payments to eligible members for participation in the working group meetings. The successful responder will act as the pass-through agency. Responders should include these payments and costs associated with managing and issuing these payments in their cost proposal.

Q: Section 2.2.1. Paragraph 8 states that the State will coordinate facilities for in-person workgroup meetings. Is the vendor expected to attend workgroup meetings in person?

A: No, it is not required for the vendor to attend workgroup meetings in-person.

Q: Section 2.2.1. Can the State provide an inventory of existing workgroup materials that will be transitioned to the successful responder, including but not limited to charters, agendas, meeting summaries, recommendations, RFP 1115 Reentry Demonstration Waiver Questions & Answers 5 process maps, governance documents, project plans, issue logs, readiness assessments, and implementation planning artifacts?

A: Yes. Below are listed an approximate list of existing documents related to the working group that will be shared with the successful responder:

• Meetings agendas, slide decks, and notes from approximately 24 meetings

• 8 project trees for the CMS goals and deliverables

• 3 comprehensive process maps

• 2 definitions documents

• The working group charter

Additionally, documents related to ongoing project management and implementation planning will be shared, such as the:

• Previous project plans

• Governance structure

• Roles and responsibilities matrix

• Notes from milestone discussions

• implementation plan submitted to CMS

Q: Section 2.2.1. Does the State anticipate significant changes to workgroup membership following CMS approval, pilot implementation, or statewide expansion activities?

A: No. The workgroup purpose and membership is defined by Minn. Statute, section 256B.0761, subd. 7.

Q: Section 2.2.1. Beyond the monthly workgroup meeting, are there standing governance meetings, leadership briefings, pilot site meetings, interagency work sessions, or other recurring forums the successful responder will be expected to attend?

A: For the working group meetings, the successful responder can anticipate at least 1 planning meeting with BHA each month to create and finalize the working group meeting plan and agenda.

As part of project management activities, the successful responder can anticipate at least 4 meetings per month with the core team, as well as additional meetings that may be needed based on implementation status and capacity building efforts.

Q: Section 2.2.1. What level of direct engagement is anticipated with pilot correctional facilities, county jails, and Tribal facilities, and is site travel expected?

A: The BHA Reentry Team includes 3 County Reentry Liaison staff who are responsible for working directly with the pilot county jails and tribal facility.

The successful responder will focus on supporting the BHA team in successfully meeting CMS requirements of the 1115 Reentry Demonstration. While this may include some interaction with the

RFP 1115 Reentry Demonstration Waiver Questions & Answers 6 pilot sites to assist in their understanding of the waiver requirements, a majority of the time will be providing support and consultation to BHA.

The successful responder is not expected to provide onsite support to the pilot sites.

Q: Attachment G. The cost proposal instructions in Attachment G, indicate that responders should detail costs for January 1, 2027 - June 30, 2028 but the anticipated contract start is listed as February 1, 2027, in the Important Dates section. Can the state confirm the anticipated start date?

A: The cost proposal should be completed for the period covering January 1, 2027, through June 30, 2028. The start date and final cost will be negotiated with the selected responder.

Q: Attachment G. Does the State have an annual and/or total budget it can share with potential vendors?

A: BHA anticipates an annual budget of $100,000 - $200,000 for this contract.

Responders should propose the cost based on the scope of work identified in the RFP.

Q: Section 3.2, #3, The Policy Driven Adoption for Accessibility worksheet link does not work. Can the worksheet be shared another way?

A: The Policy Driven Adoption for Accessibility worksheet template has been uploaded with the RFP in

SWIFT.

Q: Section 3.2, #4, Reference Form: Please confirm that the responder does not request the reference contact to answer the form questions. In addition to contact information, can the responder provide the description of projects and dates that they would like the reference to address?

A: The responder does not request the reference contact to answer the form questions. The responder provides that contact information, and BHA will contact the references to respond to the questions.

Yes, the responder may include on the form a brief description or identifier of the project and dates that they would like the reference to address in their response.

Q: Section 2.2.2, Will the contractor be responsible for issuing payments to work group members as mentioned in 2.2.1? Should the responder include a budget for these payments in its cost proposal?

A: Yes, the successful responder is responsible for issuing payment to eligible members for participation in the working group meetings. The successful responder will act as the pass-through agency.

Responders should include these payments and costs associated with managing and issuing these payments in their cost proposal.

Q: Attachment G, Cost Proposal, for Section 2.2.1 Working Group Facilitation, will this work be invoiced as deliverable-based payments? Can the responder add more activities to this table or should all work related to the facilitation be assumed into one monthly cost?

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A: Yes, BHA anticipates the working group facilitation will be invoiced as a deliverable-based, flat fee for each monthly working group completed. The total monthly cost should include all costs associated with implementing the working group facilitation as identified in section 2.2.1.

The specific payment schedule will be negotiated with the selected responder.

Q: Attachment G, Cost Proposal, for Section 2.2.2 Project Management, will this work be invoiced hourly?

A: BHA anticipates that the project management services will be paid at an hourly rate with a total not to exceed amount.

The specific payment schedule will be negotiated with the successful responder.

Q: Is there an external contractor who DHS would consider the incumbent for this work? If so, what is the name of the organization?

A: DHS has worked with a variety of vendors over the course of the research and planning phases of this project, including BerryDunn, Abt Global, Public Consulting Group, and Management Analysis and Development at Minnesota Management and Budget (MAD).

Q: Since the working group has existed for some time, how is it currently being facilitated and by whom, and does the working group expect a different facilitator?

A: MAD is currently facilitating the working group. Agendas and formats are developed in partnership with BHA, and MAD is the primary facilitator during the meeting.

BHA will be communicating the change in facilitator in the fall of 2026, as well as developing a transition plan at that time.

Q: How has consensus been achieved within the working group structure thus far? Is the Chair the final decision-maker?

A: The working group has primarily been operating utilizing a consensus model, where the group discusses and agrees on items. There are no established roles or decision-making structures.

Q: Do any members of the Working Group have experience with 1115 Demonstration Waivers and/or Medicaid-financed services?

A: Working group membership is defined by Minn. Statute, section 256B.0761, subd. 7.

A majority of working group members do not have specific experience in developing and implementing 1115 Demonstration waivers. Some have experience with Medicaid services and requirements as a SUD treatment or recovery provider or a person with lived experience.

Q: How many members of the Working Group have relevant experience managing similar projects and/or developing infrastructure to support access to SUD or other services?

A: Working group membership is defined by Minn. Statute, section 256B.0761, subd. 7.

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A majority of working group members do not have specific experience in developing and implementing projects of this scale. However, most working group members have experience in supporting access to SUD or other related services.

Q: Who are the external partners to be included in facilitation and how many are there?

A: The successful responder will be primarily responsible for coordinating and facilitating the working group. BHA is the primary partner in meeting facilitation. The BHA Reentry Team currently has 3 staff as well as a manager engaged with the working group.

Speakers or subject matter experts may be brought in as featured guests to address identified topics.

These will be identified in collaboration with BHA.

Q: Which state, county, municipal and tribal agencies are expected to be engaged in the cross-agency infrastructure?

A: Current anticipated participants of the waiver include:

• 3 Department of Corrections prison facilities, located in Stillwater, Shakopee and Faribault.

• Hennepin County

• Scott County

• Stearns County

• Wright County

• Red Lake Band of Chippewa Indians

BHA plans to expand the initiative statewide following a thorough evaluation of the first phase and legislative approval. Project management activities include assisting the state in preparing for statewide expansion.

Q: Will the working group include a subject matter expert (SME) on the technology related to project components and related recommendations or will the contractor be expected to provide the SME?

A: The working group does not include a subject matter expert on the technology related to project implementation. Technology related support for the meetings is provided by the BHA Technical Services Liaison.

BHA has been engaging with Minnesota IT Services (MNIT) for the necessary technology support to implement the 1115 Reentry Waiver Demonstration.

Q: Are the processes to be evaluated and improved through the 1115 demonstration project publicly or administratively recognized as insufficient or problematic, or is the project just expected to refine and improve acceptable current practice?

RFP 1115 Reentry Demonstration Waiver Questions & Answers 9

A: The 1115 Reentry Demonstration Waiver is intended to create a new program to utilize Medicaid to cover services for people who are incarcerated. The project includes establishing new processes to allow for billing of Medicaid services that previously have been excluded from coverage.

The goal of the new program is to cover services and improve health outcomes for beneficiaries reentering the community from correctional facilities.

Q: Do the 8 sites and recipient communities (for the reentry participants) currently project to have sufficient community SUD services available for the projected # of participants?

A: BHA is implementing a series of community engagement activities to increase awareness of this initiative, including engaging SUD providers who may partner with facilities for service provision or may accept participants who recently reentered communities after incarceration. Additionally, the Reentry Team is working with participating facilities to identify implementation strategies.

The ability for reentry participants to access treatment services will be evaluated through the reentry waiver demonstration.

Q: 1.3 Background. In the referenced Statue 256B.0761 subd. 5. Provider requirements and standards (d) “The commissioner must determine whether each facility is ready to participate in this demonstration based on a facility-submitted assessment of the facility's readiness to implement” can you specify which commissioner is responsible for this determination?

A: BHA is responsible for determining a facility’s readiness to participate in the demonstration. The readiness assessment is currently in development by the Reentry Team.

Q: 2.2.1. Working Group Facilitation. The RFP requires the contractor to issue payments of $55 per meeting to approximately eight eligible members. Please clarify whether DHS or the contractor will identify and certify attendance/payment eligibility, require a specific payment method, and whether the contractor will be responsible for collecting participant payment information for completing any applicable tax reporting.

A: BHA is responsible for ensuring membership of the working group aligns with statute requirements and will identify which participants are eligible for compensation.

The vendor is responsible for managing and issuing payments. This includes tracking attendance to confirm that payment is for work completed, and to meet any applicable tax reporting. Time and costs associated with managing these activities can be included in the cost proposal.

BHA does not require a specific payment method. However, there may be specific tracking requirements based on the selected payment method. These will be discussed during contract negotiations.

Q: 2.2.1 Working Group Facilitation. The RFP states that the work group meetings will be hybrid, with an in-person option. Can DHS clarify if the hybrid, in-person option is applicable for each meeting or may the Contractor propose a combination of hybrid, in-person, and virtual meetings.

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A: There is an in-person or virtual attendance option for each meeting. Responders should plan on continuing to offer hybrid meetings, with an in-person or virtual attendance option for each meeting.

Q: 2.2.2 Project Management. Successful Responder Deliverables include a document repository, does DHS have any specific requirements, other than those outlined in the RFP, such as systems or internal SharePoint they expect to be used that the chosen contractor should be aware of?

A: BHA currently utilizes a SharePoint site hosted by the Office of Addiction and Recovery at Minnesota Management and Budget. The successful responder will utilize this SharePoint site for their document repository.

Q: 3.2 Technical Proposal Requirements. 5a. Policy Driven Adoption for Accessibility. The RFP states that each responder must complete the PDAA worksheet to rate their commitment to effectively incorporate accessibility best practices into their work. Can DHS confirm that this worksheet is necessary to submit with the proposal and if so, where in the proposal should it be included.

A: Yes, each responder must complete and submit the PDAA worksheet with their proposal. It can be included as an attachment or embedded in their technical proposal. Note it is recommended to convert the worksheet into a PDF document to ensure all information is accurately documented.

Q: Attachment G. The RFP summary identifies an anticipated start date of February 1, 2027; however, Attachment G requests costs and total hours for January 1, 2027 through June 30, 2028. Please confirm the period Responders should use when completing Attachment G.

A: The cost proposal should be completed for the period covering January 1, 2027, through June 30, 2028. The start date and final cost will be negotiated with the selected responder.

Q: Attachment G, Cost Proposal for Section 2.2.2, Project Management Attachment G’s cost instructions state that “the State does not make regular payments based solely upon the passage of time; it only pays for services performed or work delivered,” while the Project Management cost table is structured around a maximum hourly rate and estimated total hours per job title. Please confirm offerors may provide a fixed price offering based on completion of deliverables, rather than invoicing on the basis of actual hours worked.

A: The specific payment schedule will be negotiated with the successful responder.

BHA anticipates that the working group facilitation activities will be paid using a deliverables-based, flat fee for each monthly working group completed. BHA anticipates the project management services will be paid at an hourly rate with a total not to exceed amount.

Responders should include in their cost proposal for project management activities the hourly rates, anticipated total hours, and total cost. Services performed will be verified through the quarterly reports and other deliverables as identified in the RFP section 2.

Q: Section 2.2.1, Working Group Facilitation. Section 2.2.1 requires the Responder to issue payment to eligible members for participation in the working group meetings at $55 per meeting for approximately eight members.

Please clarify whether these stipend payments are expected to be funded by the Responder and included in the

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Working Group Facilitation pricing in Attachment G, or whether the STATE will reimburse these payments separately as a pass-through expense.

A: Yes, the successful responder is responsible for issuing payment to eligible members for participation in the working group meetings. The successful responder will act as the pass-through agency.

Responders should include these payments and costs associated with managing and issuing these payments in their cost proposal.

Q: RFP, Attachment G, Cost Proposal / Section 5.3, Evaluation Phases. Can the STATE share a not-to-exceed budget or anticipated cost range for this engagement? Doing so would help ensure Responders submit proposals that are scoped consistently with STATE’s available funding and comparable to one another on both technical approach and cost.

A: BHA anticipates an annual budget of $100,000 - $200,000 for this contract.

Responders should propose the cost based on the scope of work identified in the RFP.

Q: RFP, Section 2.2.2, Project Management. Can the STATE clarify the expected scope and level of involvement for the Responder during implementation, including whether the Responder is expected to directly support the development of new Medicaid billing capabilities and maintain a regular on-site presence at the eight pilot sites, or whether the Responder’s role is primarily advisory and focused on project management, strategic guidance, coordination, and issue resolution, with implementation activities led by DOC, facility staff, and contracted providers?

A: The successful responder’s role is primarily in an advisory role and focused on project management, strategic guidance, coordination, and issue resolution. BHA and partners will be primarily responsible for implementing the activities.

Q: RFP Summary. The RFP anticipates an 18-month initial contract term (January 1, 2027 – June 30, 2028) beginning after CMS has approved the underlying Section 1115 Reentry Demonstration waiver, which the STATE anticipates in fall 2026. Will STATE consider structuring the initial term around an accelerated period of performance tied to the working group facilitation and pre-implementation planning work, with continuation into full implementation support handled through the anticipated extensions once CMS approval and the implementation plan are finalized?

A: The Behavioral Health Administration (BHA) received notice of CMS approval of Minnesota’s 1115 Reentry Demonstration Waiver on September 23, 2026, with the implementation plan being due to CMS in January 2027. The successful responder can anticipate project management activities and implementation support to begin immediately upon contract execution.

Note that the working group is ongoing and will continue throughout the contract period and implementation phase.

Q: 2.2.1 Working Group Facilitation. Will the State provide an estimate of how many workgroup participants typically attend virtually and how many in-person?

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A: Approximately 20-25 people attend each work group meeting. A majority (15-20) attend virtually.

Over the summer of 2026, no in-person option was offered and all attended virtually.

Q: 2.2.2. Project Management. Is there state infrastructure available for the document repository, or is the intent for the vendor to host the materials?

A: BHA currently utilizes a SharePoint site hosted by the Office of Addiction and Recovery at Minnesota Management and Budget. The successful responder will utilize this SharePoint site for their document repository.

Q: 2.1 Overview, 2.2.2. Project Management. Does the State mean CMS Special Terms and Conditions (STCs) where the RFP states "Standard Terms and Conditions (STCs)?

A: Yes, that is a typo. STCs means the “Special Terms and Conditions” from CMS which can be found on the DHS Federal Health Care Waivers webpage under Reentry Waiver Application.

Q: 5.1 Overview of Evaluation Methodology. 5.1 Overview of Evaluation Methodology states "The evaluation will be conducted in four phases" then lists three phases. Is best and final offer the fourth phase?

A: That is a typo. The evaluation will be conducted in 3 phases as identified in the RFP:

a. Phase I Review Proposals for responsiveness and pass/fail requirements

b. Phase II Evaluation of Proposal requirements

c. Phase III Selection of the successful Responder(s)

BHA may conduct a best and final offer as part of Phase III.

Q: RFP Summary, Attachment G: Cost Proposal. The RFP summary anticipates a February 1, 2027 contract start.

Attachment G requests cost proposals start January 1, 2027. Which date should vendors use for the cost proposal?

A: The cost proposal should be completed for the period covering January 1, 2027, through June 30, 2028. The start date and final cost will be negotiated with the selected responder.

https://mn.gov/dhs/partners-and-providers/news-initiatives-reports-workgroups/minnesota-health-care-programs/federal-waivers.jsp