RFP1379_Response_to_Questions_FINAL.docx
DOCX document 31 KB Posted
- Solicitation number
- 1379
- Issued by
- Idaho
About this file
This document is a Response to Questions for RFP1379, issued by the Idaho Department of Health and Welfare (RHTP/IPRO RFP2604) regarding a Third Party Administrator position for Ladder Payments. The RFP requests proposals for a contractor to design and administer a rural workforce incentive program targeting healthcare professionals in rural Idaho communities. The program encompasses four payment types: ladder payments (tiered award structure), recruitment incentives, retention bonuses, and healthcare education awards. The contractor must develop detailed program design elements, eligibility criteria, payment methodologies, participant agreements, and implementation procedures, all subject to Department and federal (CMS) approval. The Department anticipates that most contract activities will be conducted virtually with limited in-person attendance as needed. The contract term spans five years, with an estimated $66,000,000 in total participant payments to be administered (approximately $50,000 per participant over the contract period), though actual volumes may vary based on approved program design and available funding.
The contractor will receive a fully burdened firm-fixed fee covering all personnel, administrative, operating, overhead, implementation, and profit costs, with the specific fee to be proposed by offerors in Appendix A; the Department will not provide a separate anticipated administrative budget or estimated annual participant volumes by payment type. The contractor must administer all payment procedures and financial controls, though the Department will issue all payments directly; the contractor's responsibilities include verifying eligibility, tracking awards and service obligations, reconciling funds, managing repayment procedures, and maintaining the program database as the system of record. No set-asides or preferences for nonprofit entities are identified in the RFP. Contractors must establish Department-approved conflict-of-interest policies and disclose any actual or potential conflicts within five business days. Offerors are expected to propose design flexibility within the RFP's mandatory framework, including rural eligibility parameters, five-year service obligations, preliminary award limits, and compliance requirements; CMS has approved Idaho's overall RHTP award and workforce initiative framework, though specific eligibility criteria, payment methodologies, and implementation materials may require CMS or other federal approval after contract award.
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| File | Type | Posted |
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| RHRFP2604 - IPRO RFP1379 Specs_AMD 1.doc | DOC document |
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RHRFP2604 / IPRO RFP1379 Third Party Administrator - Ladder Payments - RHTP
| Question |
| RFP Section |
| RFP Page |
| Question |
| Response |
| 1 |
| General |
| Will any preference be given to submissions from Non-Profit entities? |
| No, the RFP does not identify any preference for nonprofit entities. Proposals will be evaluated using the stated mandatory, technical, and cost criteria. |
| 2 |
| General |
| If my client (the eventual TPA applicant) services hospitals located in the state which may accept payments from the State, are there any potential conflict of interest? My client will segment the work so they have separate teams. |
| An existing business relationship with a healthcare entity that may participate in the Program does not automatically disqualify an Offeror. However, the relationship may create an actual, potential, or perceived conflict of interest. The Contractor must maintain Department-approved conflict-of-interest policies, ensure that staff do not participate in decisions involving a conflict, and document any disclosure, recusal, reassignment, and resolution. Any actual or potential conflict related to Program administration must be disclosed to the Department within five (5) business days of identification. Separate teams may be an appropriate mitigation measure, but the Department may require additional safeguards or reassignment of responsibilities. |
| 3 |
| 4.2 |
| 7 |
| Section 4.2 states that proposals should “follow the numerical order of this RFP starting at the beginning and continuing through the end of the RFP” and that Offerors should “respond to RFP Sections marked with an evaluation code.” Could the Department please clarify whether Offerors are expected to include responses only for sections marked with an evaluation code (M, ME, OR E), or whether every numbered section should be restated in the proposal, including sections that do not have an evaluation code? |
| Offerors must provide responses to all RFP sections marked with an evaluation code—(M), (ME), or (E)—and submit all other specifically required items. Provisions within the Scope of Work that do not contain an evaluation code remain required Contract services. A separate narrative response is not required for an uncoded provision unless the RFP specifically requests information or the response is necessary to demonstrate how the Offeror will comply with the applicable evaluated section. |
| 4 |
| 4 and 9 |
| If responses are only required for sections with evaluation codes, should the Technical Proposal and Table of Contents begin with Section 7 (Business Information), since Sections 1-6 contain administrative information rather than evaluated responses? |
| Following the required mandatory submission items, the Technical Proposal and Table of Contents should begin with Section 7, Business Information, and continue in the numerical order of the RFP. Offerors should use the corresponding RFP section numbers and headings for all sections requiring a response. |
| 5 |
| Sections 4.2 and 9 |
| 6, 33–38 |
| Should offerors provide responses to all SOW requirements in Section 9, including sections that are not specifically labeled (M), (ME), or (E), or only those sections that include an evaluation designation? |
| See response to Question 3. |
| 6 |
| Sections 7-8 |
| 11-12 |
| Do any page limitations apply to responses for Sections 7 and 8, or do the page limitations apply only to the Section 9 response areas where page limits are expressly stated? |
| Page limits apply only to the specific Scope of Work response sections where a page limit is expressly stated. No page limits are specified for Sections 7 or 8, and there is no overall page limit for the Technical Proposal. Sections I, II, X, and XI remain Contract requirements but do not have separate response page limits. Please note the Department is not looking for extraneous sales/marketing materials. |
| 7 |
| 9 |
| The RFP specifies response page limits beginning with Section 9 (Scope of Work). However, Sections I,II,X, and XI within the Scope of Work appear to require responses or information but do not have associated page limits. Likewise, Sections 7 and 8 require responses but do not specify page limits. Could the Department clarify: whether Sections I,II,X, and XI count toward any page limit? Whether Sections 7 and 8 have any page limitations? Whether there is an overall maximum page count for the Technical Proposal? |
| See response to Questions 3 and 6. No, there is no overall maximum page count for the Technical Proposal. |
| 8 |
| 9.I.A.4 |
| 13 |
| Section 9.I.A.4 states that “Providers receiving incentives must fulfill a minimum five (5) consecutive years of full-time service in a rural Idaho community.” Could the Department clarify what is meant by “providers” in this context? Specifically, does this requirement apply only to licensed independent practitioners (such as physicians, nurse practitioners, physician assistants, etc.), or is it intended to apply to all eligible healthcare professionals receiving incentives? |
| The requirement is not limited to licensed independent practitioners. The RFP requires all participants receiving Program payments to commit to no less than five (5) consecutive years of direct patient care in a rural Idaho community. For Healthcare Education Awards, the five (5)-year service obligation begins after completion of the education program and receipt of applicable professional licensure. |
| 9 |
| 9.I.C Coordination and Collaboration |
| 16 |
| Please clarify the anticipated level of travel and on-site attendance expected under this contract. |
| The Department anticipates that most Contract activities and meetings will be conducted virtually. In-person attendance may be requested when reasonably necessary and will be coordinated with the Contractor in advance. The Department may require limited in-person attendance for Program implementation, stakeholder engagement, training, or other Contract activities. Offerors must include all anticipated travel and meeting costs in their fully burdened fixed fee; separate travel reimbursement is not anticipated unless expressly authorized in writing by the Department. |
| 10 |
| Section 9.D Work Authorization and Approval Requirements; Section 9.II Deliverables |
| 17-21 |
| Which program components have CMS approval, and which may require CMS or other federal approval after contract award? |
| CMS has approved Idaho’s overall RHTP award and the general workforce initiative framework. Eligibility criteria, award and payment methodologies, ladder payment schedules, participant agreements, combined-award rules, repayment terms, and implementation materials may require CMS or other federal approval, as determined by the Department. The Contractor must support the Department’s review process and may not implement any component until all required Department and federal approvals are received in writing. |
| 11 |
| 9.I.E – Budget and Financial Management; 9.I.F – Compliance Requirements |
| 18-20 |
| Please confirm whether the selected entity will be treated as a subrecipient under the RHTP award and whether any administrative cost limitations apply to this contract. |
| The selected entity will enter into a service contract with the Department. Offerors must propose a fully burdened firm-fixed fee that includes all personnel, administrative, operating, overhead, implementation, and profit costs. The Department will ensure that the resulting Contract complies with all applicable RHTP budget limitations. |
| 12 |
| Section 1.2 Background Information; Section 9.II Deliverables; Section 9.III Program Design and Administration |
| 2-3, 20-23 |
| What preliminary program design elements, workforce priorities, award methodologies, participant targets, or CMS-approved requirements will be provided at contract start? |
| The RFP provides the initial Program framework, including rural eligibility parameters, service-obligation requirements, payment and award categories, preliminary award limits, retention milestones, education-award criteria, and Department approval requirements. The Contractor must be responsible for developing the detailed eligibility criteria, methodologies, workflows, participant agreements, payment structures, and implementation recommendations required by the Program Design Plan. The RFP does not identify specific participant targets or specify which additional CMS-approved requirements will be available at Contract start. Additional Department or federal information will be provided to the Contractor as it becomes available. |
| 13 |
| Section 9.III Program Design and Administration |
| 22-23 |
| Will the Idaho LAUNCH In-Demand Career List, Workforce and Workplace Assessment results, and related workforce-priority analyses be available at contract start? |
| A current Idaho LAUNCH In-Demand Career List is publicly available through Next Steps Idaho. The Contractor will be expected to use the current list applicable during Program design and implementation. |
The RHTP Workforce and Workplace Assessment results and related analyses will be provided as they become available. The Contractor must begin work using the information available at Contract start and revise proposed prioritization methodologies as directed when additional Department-approved information becomes available.
| 14 |
| IV.B |
| 24 |
| Section IV.B.3 describes retention bonus milestones at two (2) and four (4) years of service, with the participant reaching the maximum retention bonus after the four-year milestone. Is a participant receiving retention bonuses still required to complete the separate five (5) year service obligation described elsewhere in the RFP, or does the four-year milestone satisfy the retention bonus commitment? |
| Yes. The four (4)-year milestone is a retention bonus payment milestone and does not replace the separate five (5)-year service obligation. Participants receiving Program payments must complete no less than five (5) consecutive years of direct patient care in a rural Idaho community. |
| 15 |
| IV.C.2 |
| 25-26 |
| Section IV.C.2 lists eligible Idaho educational institutions and states that eligible programs “may include, but are not limited to” those listed. Could the Department confirm that other accredited Idaho institutions not specifically listed-such as the College of Eastern Idaho (CEI)-may be approved if their programs meet the eligibility requirements and workforce priorities? |
| Yes. The Department may approve additional accredited programs not specifically listed when they meet workforce priorities and prepare students for healthcare licensure in Idaho. |
| 16 |
| IV.C.4 |
| 26-27 |
| Section IV.C.4 lists eligible healthcare education types but does not specifically identify programs leading to Certified Nursing Assistant (CAN), Licensed Practical Nurse (LPN), or Certified Medical Assistant (CMA) credentials. Are these educational programs eligible for Healthcare Education Awards, provided they meet accreditation, licensure/certification, and workforce priority requirements? |
| Programs leading to Certified Nursing Assistant, Licensed Practical Nurse, or Certified Medical Assistant credentials may be eligible if the program is accredited, leads to applicable Idaho professional licensure or certification, aligns with Department-approved rural workforce priorities, and prepares the participant to satisfy the applicable rural clinical service obligation. The list of eligible education programs in the RFP is not exhaustive, and final eligibility is subject to Department approval. Medical Assisting is specifically identified as an example of an eligible program offered by the College of Western Idaho. |
| 17 |
| IV.C.8.b.vi |
| 28 |
| Section IV.C.8.b.vi states that applicants may receive priority based on demonstrated financial need. Could the Department clarify: How financial need should be determined? Whether the Department intends to establish a standard methodology or eligibility criteria? Whether the Contractor is expected to develop the methodology for Department approval? What type of documentation or validations will be required to verify financial need? |
| The RFP does not establish a specific financial-need formula or required documentation. The Contractor must recommend data-driven eligibility and award criteria and develop standardized eligibility verification procedures for Department review and approval. The specific financial-need methodology and validation documentation must therefore be developed by the Contractor and approved by the Department. |
| 18 |
| 9.I.A.2, 9.III.A.1, 9.IV.D |
| 13, 21-22, 28 |
| The RFP identifies four Program payment types: ladder payments, recruitment incentives, retention bonuses, and healthcare education awards. However, the description of the Ladder Payment Structure appears to overlap with the recruitment and retention incentive structures. Could the Department clarify how ladder payments are intended to function as a distinct payment type? Specifically, are ladder payments intended to be an independent incentive in addition to recruitment incentives and retention bonuses, or are they intended to be the framework used to determine the amount of those incentives? |
| Ladder payments are the overarching tiered award structure used to determine or enhance the amount of recruitment incentives, retention bonuses, and healthcare education awards. Ladder payments are not intended to be a separate payment issued in addition to the tiered award structure. |
| 19 |
| 9.I.A.2 and 9.III.A.1 |
| 13-14, 21-22 |
| The RFP references workforce priority classifications, essential roles, community need, Idaho LAUNCH In-Demand Career List, and RHTP Workforce and Workplace Assessment Results as factors in determining eligibility and ladder payment priorities. Will the Department provide a standardized methodology or scoring framework for determining workforce priorities, or is the Contractor expected to develop and recommend the prioritization methodology for Department approval? |
| The Contractor is expected to develop and recommend the prioritization methodology for Department approval. The Contractor must use the Idaho LAUNCH In-Demand Career List, RHTP Workforce and Workplace Assessment Results, and other information provided by the Department. The Contractor may propose additional data sources. |
| 20 |
| 9.I.C.2 |
| 14 |
| Could the Department clarify the anticipated relationship between this Contractor and other RHTP contractors and subgrantees? Specifically, what responsibilities will remain with those contractors, and what responsibilities are expected of the Third-Party Administrator to avoid duplication of effort? |
| The Contractor must coordinate with the Department, other RHTP contractors, and key stakeholders to align activities, clarify roles and responsibilities, and avoid duplication of work. The Contractor must also manage and administer any retention, recruitment, and education awards funded through other RHTP subgrants that the Department identifies as applicable. The Department will provide the relevant information regarding those awards. |
| 21 |
| 9.IV.D |
| 28 |
| Could the Department clarify who is intended to receive ladder payments? Are ladder payments paid directly to eligible healthcare professionals, to healthcare employers for distribution to employees, or through another payment mechanism? |
| The payee structure for the recruitment, retention, and education-award components administered through the ladder payment structure has not been predetermined. The Contractor must recommend whether ladder-payment components should be paid directly to participants, employers, educational institutions, or other Department-approved entities. The proposed structure must be included in the Program Design Plan and approved in writing by the Department before implementation. Retention bonuses are addressed separately in the RFP and will be paid by the Department to healthcare entities for disbursement to approved participants. |
| 22 |
| 9.I.A.5, 9.I.A.8, 9.IV, and 9.V |
| 13, 17, 22-31 |
| Could the Department clarify which types of organizations are eligible to participate in the Program as healthcare entities? For example, are Critical Access Hospitals, Rural Health Clinics, Federally Qualified Health Centers, Tribal health organizations, EMS agencies, long-term care facilities, behavioral health organizations, and other licensed healthcare organizations eligible to participate? |
| The RFP does not establish a definitive list of eligible healthcare entity types. The Contractor must recommend detailed eligibility standards for inclusion in the Program Design Plan and Department approval. |
| 23 |
| 9.I.A.4 and 9.I.A.8 |
| 13 |
| Several sections of the RFP refer to direct patient care requirements. Could the Department clarify whether eligible positions must provide direct patient care as a primary job responsibilities, or whether certain healthcare leadership, supervisory, or other essential clinical support positions may also qualify? |
| The RFP defines an Essential Role as a professional healthcare position providing direct patient care and defines full-time service as at least thirty-two (32) hours per week of direct patient care for at least forty-five (45) weeks annually. The Department may authorize modified retention incentives for positions requiring specialized clinical expertise or leadership roles, but the RFP does not waive the direct-patient-care requirement. |
| 24 |
| 9.II.C.2 |
| 20 |
| The RFP requires entities receiving Program funds to have a workforce sustainability and fiscal transition plan. Could the Department clarify whether it intends to provide minimum required elements or evaluation criteria for these plans, or whether the Contractor is expected to develop the required standards and review process for Department approval? |
| The RFP provides minimum elements. The Contractor's Program Design Plan must outline an approach requiring each entity receiving ladder payment funds to address funding-cliff risks and mitigation, post-funding workforce retention projections and strategies, employer cost-sharing opportunities, and ongoing workforce investments and a post-funding sustainability implementation plan. The Contractor must develop the approach for Department approval. |
| 25 |
| 9.I.D and 9.III |
| 15-16, 21-22 |
| The RFP frequently states that the Contractor will recommend Program components, methodologies, eligibility criteria, payment structures, and other operational elements for Department approval. Could the Department clarify the degree of flexibility Offerors should exercise when proposing innovative Program designs? Is the Department seeking substantially different approaches from Offerors, or is there an anticipated Program framework that the Department expects Offerors to follow? |
| Offerors are expected to exercise design flexibility within the RFP's required framework. The Contractor must recommend Program components, eligibility and award criteria, methodologies, payment structures, cumulative limits, procedures, and tools, but all items are subject to Department written approval and, when required, CMS or other federal approval. The RFP also establishes mandatory service obligations, preliminary award limits, rural eligibility parameters, and compliance requirements that proposed designs must follow. |
| 26 |
| Sections 9.I.E; 9.IV.A; 9.IV.B; Section 9.VI; Appendix A |
| 18, 25-31, 41 |
| Please confirm whether the Contractor will receive, hold, manage, or disburse participant payment funds, or whether all payments will be issued directly by the Department or another State-approved entity. |
| The Contractor must administer the payment procedures and related financial controls for all Program payment types. All payment types will be paid directly by the Department. |
| 27 |
| Sections 9.IV.A-B; Section 9.VI; Appendix A |
| 25-31, 41 |
| If the Contractor will not hold or disburse funds, please confirm the Contractor's payment-related role, including recommendations, verification, tracking, reconciliation, reporting, and audit support. |
| Even when the Department issues a payment, the Contractor must recommend payment structures and procedures; verify eligibility, licensure, employment, service sites, and service milestones; maintain participant agreements and payment support documentation; obtain proof of pass-through payments; track awards, payments, and remaining service obligations; reconcile and report funds; recover overpayments; and support monitoring and audits. |
| 28 |
| Section 9.IX Service Obligation and Repayment; Section 9.X Data Collection, Monitoring, and Evaluation |
| 33-35 |
| Will the Contractor be expected to conduct repayment collection activities, or will collections be handled by the Department, Attorney General, or another State entity? |
| The Contractor is expected to manage repayment tracking and enforcement in coordination with the Department. The Contractor must notify participants, establish and monitor repayment arrangements, document recovery efforts, account for recovered funds, and take appropriate recovery action for funds issued in error. The Department reserves the right to direct additional recovery actions. |
| 29 |
| Section 9.G Data and System Management; Section 9.XI Transition, Data Ownership, and System Transfer; Appendix C Article 4 |
| 19, 35-38, 55-58 |
| Will the Department provide any systems, platforms, or licenses for program administration, or should the Contractor provide the system of record? |
| The Contractor must provide, maintain, and administer the Program database or information system, and the Contractor's system must serve as the system of record unless the Department directs otherwise. The Contractor must use a Department-approved system or database when required, and the Department may maintain or require a centralized repository for reporting, integration, or backup. |
| 30 |
| Appendix A - Cost Proposal and Billing Procedure, Part 1 Cost; Sections 9.IV-VI |
| 25-31, 41 |
| Can the Department provide estimated participant counts by payment type and contract year? |
| Appendix A does not provide estimated participant counts by payment type or Contract year. For bidding purposes, it states that the Contractor is expected to administer approximately $66,000,000 in participant payments over the five (5)-year Contract term and estimates that each participant will receive approximately $50,000 over the Contract term. Actual participant counts and payment volumes may vary based on the approved Program Design Plan, award amounts, payment types, eligibility, available funding, and Program priorities. The estimate does not guarantee a minimum or maximum volume. |
| 31 |
| Appendix A |
| 41 |
| For planning and staffing purposes, could the Department provide its estimated annual number of participants or anticipated annual volume of recruitment incentives, retention bonuses, healthcare education awards, and ladder payments expected to be administered under the Program? |
| The RFP does not provide an estimated annual volume for each individual payment type. See the response to Question 30 for the overall planning calculation. Because a participant may receive multiple payment types or milestone payments, the number of payment transactions may exceed the number of unique participants. |
| 32 |
| Appendix A - Cost Proposal and Billing Procedure, Part 1 Cost |
| 41 |
| What is the anticipated administrative budget for this contract, separate from the estimated $66,000,000 in participant incentive disbursements? |
| The Department is not providing a separate anticipated administrative budget for this Contract. Offerors must propose their best fully burdened firm-fixed fee for performing all services required by the RFP. The estimated $66,000,000 in participant incentive disbursements is separate from the Contractor’s proposed fee and must not be included as Contractor compensation. |
| 33 |
| Appendix A – Cost Proposal and Billing Procedure |
| 41 |
| Beyond completion of Appendix A, does the Department require any supporting cost information (e.g., labor categories, hourly rates, staffing assumptions, or estimated hours), or will cost evaluation be based solely on the fixed-fee proposal submitted in Appendix A? |
| No additional supporting cost information is required with the proposal beyond the completed Appendix A. Cost evaluation will be based on the five (5)-year fully burdened firm-fixed fee submitted in Appendix A. The selected Contractor must submit a complete line-item budget before each subsequent Contract term. The Department also retains the right to request financial or other documentation as part of a responsibility review. |
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