Delaware Health
And Social Services
DIVISION OF MANAGEMENT SERVICES

			PROCUREMENT




          				DATE:  July 06, 2009

  Hss 09 001


TRANSITIONAL COORDINATOR SERVICES  					
	
                  FOR
       
       
DIVISION OF MEDICAID AND MEDICAL ASSISTANCE 



	
            Date Due: AUGUST 31, 2009
    11:00 AM
       
       
       ADDENDUM # 1
       	
				PLEASE NOTE:
	
THE ATTACHED SHEETS HEREBY BECOME A PART OF THE 
ABOVE MENTIONED BID.


							___________________________
							SANDRA S. SKELLEY, CPPO
					PROCUREMENT ADMINISTRATOR
							(302)255-9291


							_____________________________	
		















Questions RFP Transition Coordinator Services DMMA     HSS 09 001

1.2 Background and Purpose – Page 1.  How are the transition services 
requested in this solicitation being provided currently?
ANS: We contracted with an agency that is providing those services 
currently. That contract was for 1 year and expires on 10/1/09. 

1.2 Background and Purpose – Page 1.  How were the 30 eligible 
Delawareans and the approximately 100 individuals who are anticipated to 
receive services identified?
ANS: Through outreach presentations to facilities provided through the 
Transition Coordinator Service Agency, as well as through referrals from 
the Ombudsman, Division of Developmental Disabilities, Division of Aging 
and Physical Disabilities, Division of Mental Health, families, and the 
community at large.      

1.2 Background and Purpose.  What is the total funding allocation from 
the Federal grant and matching funds for this contract?
ANS:  The total Federal funds allocated from the Centers for Medicare & 
Medicaid services is $5.3 million over a 5 year period.  These funds are 
utilized to fund several contracts for various services, including this 
contract.

5.2.2 Work Plan – Page 17- #3.  Will the State provide office space? 
Supplies? Furniture? Laptops? Cell phones? 
ANS:  No, the state of Delaware will not provide those items. The 
contracting agency will provide all of the items necessary to provide 
the services.  5.2.2 Is asking you to list how you will meet the criteria listed in the 
Service Specifications (Appendix A) for each of the following areas:
1. Service Goal
2. Service Area (geographical)
3. Service Location (address, available space, accessibility and hours/days of
operation)
4. Time frames to accomplish Work Plan
5. Describe how you plan to meet the service standards of the program
6. Describe agency’s internal program evaluation and monitoring process

5.2.2 Work Plan – Page 17- #3.  How many hours of operation are 
anticipated?
ANS: With the number of individuals being served we would anticipate at 
least a normal work day / 5 days a week, with off hours on call system 
for emergencies.

5.2.3 Project Staffing & Organization – Page 18.  Who and what kind of 
State clinical staff are available to assist in resolving any staff 
training or other issues that may be detected in the transition visits?
ANS: Home & Community Based Waiver Case Manager and Registered Nurse are 
available to assist in addressing consumer needs.  The DMMA Project 
Manager is available to assist with staff orientation.





Section 5.0 Service Unit – Page 39.  What is the relationship between 
the service units on page 39, section 5.0, and the overall project 
budget?  For example, travel to and from the client's residence shall 
not be included in a service unit, but the coordinator's time has to be 
compensated in some way. 
ANS: You would build that into your price per hour and quarter hour.  
You may put a line item for mileage in your budget line item to describe 
how you got to your total cost per hour price and total contract cost.

6.1.1 Service Standards – Page 39.  Please provide a data breakdown 
showing the number of eligible individuals anticipated in each 
population indicated – i.e., elderly, physically disabled, 
developmentally disabled, and people with mental health challenges
ANS: 
GRANT 
YEAR 
ELDERL
Y
INDIVIDUA
LS WITH 
MR/DD
PHYSICALL
Y 
DISABLED
MENTAL 
ILLNESS
TOTAL 
FY 2008
1
0
2
0
3
FY 2009 
8
5
7
5
25 
FY 2010 
10
7
8
7
32 
FY 2011 
13
8
11
8
40
TOTAL 
32 
20 
28
20 
100 


6.1.4 Service Standards – Page 39.  Is it necessary to have pre-existing 
collaborative relationships with the service providers listed, or can 
these relationships be developed post award? 
ANS:  Agencies would need to show collaborative relationships with the 
service providers listed.  

7.4 Administrative Requirements. How does a provider meet the 
requirement on page 40, section 7.4?
 “ 7.4 The provider agency must ensure access to authorized representatives of Delaware Health and 
Social Services to the participant’s case files and medical records.”  
ANS: An agency would need to maintain files and records on each participant and allow DHSS access to 
those files and records maintained by the provider agency.

Attachment B – Budget Submission for Transition Coordinator Services – 
Page 53.  Should the budget be presented for one year or multiple years?  
If only the first year should be presented, how will budgets for option 
years be determined?
ANS:  The Budget should be for the one year of the contract.  If a 
contract is renewed for an additional year there will be an option to 
submit any changes to that contract for consideration before the 
additional contract is finalized.   

Attachment B.—Page 53, Line item #3 and Page 56, Line item #3.  There is 
a difference in mileage reimbursement rates on pages 53 and 56; 
($0.47/mile vs. $0.41/mile respectively.
ANS:  The correct mileage amount is $_.47


Budget Worksheets – Page 55.  Are the job titles listed examples, or is 
it anticipated that all of these job titles will be needed to perform 
the requested services?
ANS:  They are examples.  No, it is not anticipated that all of these 
job titles are needed to perform the requested services.  You should 
include those that you feel you need to perform the services outlined in 
this RFP.

Description of Allowable Costs – Page 54 and Page 57, Line item #6.  Can 
we assume that the note on pages 54 and 57 prohibiting computer 
purchases for FY '06 does not apply to this procurement?
ANS:  It states that was the only purchase that was allowed for 
equipment was in 2006FY for upgrades to computer software to existing 
computers.  It does state that “No other equipment is permitted”.

Is there an incumbent?
ANS:  Yes, there is currently a contractor on board.
					Nancy Kling 255-9625