Delaware Health And Social Services DIVISION OF MANAGEMENT SERVICES PROCUREMENT DATE: May 13, 2008 PSC #818 IMPLEMENTATION OF SERVICES TO REDUCE INFANT MORTALITY IN DELAWARE FOR DIVISION OF PUBLIC HEALTH Date Due: JUNE 9, 2008 11:00 AM ADDENDUM # 2 Please Note: Pre-bid Meeting Questions and Answers ____________________________ SANDRA S. SKELLEY, CPPO PROCUREMENT ADMINISTRATOR (302)255-9291 _____________________________ Mawuna Gardesey (302) 741-8575 QUESTION RESPONSE 1 Does Medicaid pay for nutritional counseling by a Registered Dietician for clients with a known diagnosis of obesity or diabetes? Nutrition assessments, counseling, and education are available to pregnant women as part of the Extended Pregnancy (Smart Start) benefit. Services must be prior authorized and, for those clients enrolled with one of our private MCO's (DPCI or Unison), are administered through the managed care organization. The link below will take you to the Provider Manual which addresses the Extended Pregnancy benefit. http://www.dmap.state.de.us/downloads/manuals/extended .pregnancy.provider.specific.pdf For further information, enrolled Medicaid providers should contact the Division of Medicaid and Medical Assistance. 2 Does DPH want us to report on the educational outreach activities at this time? If so, how should that data be presented? If not, can DPH anticipate when outreach activities will be reported on? Selected providers should maintain and update an outreach activities log. The log should reflect the type of activity (health fair, radio ad, etc), size of population reached and date(s) of activity. The log would be reviewed at site evaluation. 3 The RFP (No. PSCO – 818) states under the Length of Contract section, that the contract term is 11 months with the possibility of renewal for up to three additional years. However, bidders are required to provide a work plan, timeline and budget for the first 11 months of the project, and a separate projected work plan, timeline and budget for only two additional years. Please explain the difference. A decision was made to not request the third full year budget at this time. Should the extension for the third year be invoked, a budget would be requested in time for that contract, if any. 4 Should contractors anticipate changes in how they are reporting data monthly to DPH during the next contract year? If so, what changes are anticipated and how will they affect current program models? (i.e. individual client reporting in a web-based interface, etc.) At this time, reporting remains at the aggregate level. Future reporting of individual data is contingent on program budget. There are no known timeframes for any revision to reporting. 5 We received the RFP for the IMR grant. We see that the limits are $500,000 for both component’s A and B. We have two grants based on our sites. Are we able to apply for individual sites? Bidders are capped at $500,000 total per component for currently contracted sites. For example: Where a current contracted provider has 10 Component B sites and 3 Component A sites, they may bid for a total of $500,000 for the 10 Component B sites and a total of $500,000 for the 3 Component B sites. However, where a provider is expanding to new sites, under either Component A or Component B, a separate bid may be submitted for expansion sites within the maximum budget by component described in this RFP. 6 Can a single institution apply for separate funding for geographically distinct clinical care sites? For currently contracted sites, the combined budgets cannot exceed the $500,000 RFP budget cap. For expansion sites, see the response in number 5 above. 7 Please clarify that the available funding amount listed on page 4 is for an 11 month budget period, August 1, 2008 thru June 30, 2009. This budget should be for 11 months (not 12 months). This budget is intended for 8/1/08 to 6/30/09. 8 Is there any expectation of changes in funding amount for the three potential additional years of funding? Contracts are subject to future state budget approvals. 9 Is it acceptable for the contractor to maintain a required services check list (paragraph 2, page 13) separate from the client’s electronic medical record? Yes. However, if so, it must be retrievable at time of site visit. 10 Provide a clarification regarding how a client enters into the Component A and how a client enters into Component B. A woman may enter into Component B, if she meets a risk factor and is pregnant. Women who deliver in the program remain eligible for post-partum services for up to two years. Infants born to a woman in Component B remain eligible for two years. A woman may enter into Component A, if she meets an eligibility criterion and is not pregnant. 11 Is it acceptable for the contractor to offer preconception services as a part of Component A to participants who have delivered and were prior participants in Component B? This is an important question to address for our site. If this is not allowed resource limitations could limit the number of new participants who can be enrolled in Component B at our site during the prenatal period. Yes. See Question 10 above. 12 I assume that a vendor can ask for up to $500,000, that the bid total is not capped at $500,000 and has to be split between several bidders, correct? Each bidder may bid up to $500,000 of services (also see questions 5 and 6 of this document) 13 I just want to confirm that the scope of this RFP is far beyond what [our organization] can provide for our [clients] and therefore is not an appropriate proposal for us to consider. We do not and cannot provide all of the mandatory services. But I wanted to double check if I was understanding correctly before moving on. Can you please confirm that I am interpreting the RFP correctly and that all of those services would need to be provided to our [clients] through [our organization]? Bidders who do not provide all services on-site must indicate in the proposal how they will coordinate referral and follow- up of participants for off-site services. Bidders should use Attachment A of the RFP to describe which services are provided on-site, off-site or by referral only. Clients of Component A and Component B programs must have accessible, coordinated services that address risk factors identified at intake or at any time during their period of program eligibility. 14 Is it possible to review a sample successful bid for PS670? Bidders may request a sample successful proposal under FOIA and that takes time. The formal FOIA request must be addressed to Ms. Sandra Skelley. There is a $30.00 processing fee and a copy fee of 25 cents per page. 15 Do you expect a budget narrative with the line item budget? Yes. 16 What are examples of one time costs? These are non-recurring costs such as the purchase of an exam table or an ultrasound machine for a new site or for an increasing patient load at an existing site. 17 Do signatures associated with the proposal submission require blue ink? No. Any permanent ink (that can be photo-copied) is acceptable. 18 Can a bidder’s reference list and list of other State contracts have some of the same names on both lists? Yes 20 Can the check list required for the client record be either paper or electronic? Yes. However, it must be a list which is retrievable 21 Clarification regarding evaluation of the provider and program are required. The Division will conduct program evaluations. While contractors must cooperate with evaluation activities, they should not include self-evaluation costs in their bids. 22 Will site visits be prearranged or will they .be unannounced visits? Prior arrangements will be made with each site for a visit. 23 Is there a specific format for the line item budget? A budget template has been developed and is included as a separate document RFP PS818 Pre-Bid Meeting Questions 05/13/08 1