Delaware Health And Social Services DIVISION OF MANAGEMENT SERVICES PROCUREMENT DATE: April 12, 2010 HSS-10-069 Grants Administration Compliance Review and Support ADDENDUM # 1 THE ATTACHED SHEETS HEREBY BECOME A PART OF THE ABOVE MENTIONED RFP. ___________________________ WENDY M. BROWN CONTRACT ADMINISTRATOR (302)255-9293 RFP# HSS 10-069, Grants Administration Compliance Review and Support Questions and Answers 1. Contractor Responsibilities/Project Requirements; 1; 4 – If training needs were identified as part of the review would the contractor carry out the actual trainings as part of this engagement or would DHSS prefer to contract separately for those trainings? Answer: At the option of DHSS, actual training may be accomplished as an amendment to the negotiated contract (resulting from this RFP) or training may be contracted separately. 2. Contractor Responsibilities/Project Requirements; 2; 2; d – The RFP is written in that DHSS would not implement the PCAP until approval is finalized with DCA. PCAPs can be implemented pending DCA approval. Would DHSS implement the PCAP while awaiting approval? Answer: While DHSS is open to implementing the PCAP pending DCA approval, the decision to implement it in that manner would be influenced by two factors. If, (1) the new PCAP results in significant or comprehensive changes to current methodologies, systems, practices, etc., then DHSS would then need to (2) consider the probability of success that DCA would approve the changes. 3. Contractor Responsibilities/Project Requirements; 2; 2; d – If DHSS does not implement the PCAP until formal approval is granted by DCA would the CAP be implemented retroactive to the first day of the quarter following when the PCAP was submitted for approval or another date preferred by the State? Answer: Yes – contingent though on having in place the systems/methods for retroactively collecting, to that point in time, the proper/reliable statistical and financial data needed to support the retroactive allocation of costs. 4. Contractor Responsibilities/Project Requirements; 2; 3 – Would the contractor be responsible for all amendments during this three year period of time or only responsible for work as it relates to the original submission for the newly consolidated PCAP? Answer: If amendments (i.e. changes) to the newly consolidated PCAP (as submitted) are required by DCA as a part of the negotiation process, then the contractor would be responsible for those amendments. 5. Contractor Responsibilities/Project Requirements; 2; 4 – Is DHSS asking for software in this deliverable item? Or is it DHSS’ desire to have the contractor produce the CAP reports using the current spreadsheets or platform that exists while DHSS procures software through another process? Answer: No. What this requirement is stating is all deliverables will be completed in software types and versions compatible with the types used and supported by DHSS (e.g. Microsoft WORD, EXCEL, etc.). It should be noted that it is anticipated that prior to finalization of the PCAP, DHSS will have successfully secured a replacement for its current outdated and unsupported cost allocation software which will be the platform/basis for producing the CAP reports. 6. IV Format and Content of Response – Does the Standard Contract need to be submitted with our response? Answer: If the bidder has an objection to any provisions contained in the standard contract boilerplate, the objection(s) must be stated in the bidder’s transmittal letter. Otherwise, the actual standard contract does not need to be submitted with the RFP response. 7. Appendices – Does Appendix B need to be submitted with our response? Answer: Yes. 8. Appendices – Does Appendix D need to be submitted with our response? Answer: If the bidder wishes to be considered for one of the classifications cited in Appendix D, then Appendix D needs to be submitted with the response. Otherwise Appendix D does not need to be submitted with the RFP response. 9. Will the state make all needed documents for this project available in the DHSS New Castle office or will the vendor need to anticipate travel expenses in the cost, for travel throughout the state? Answer: The vendor should anticipate the need to travel to multiple locations in the State to conduct the necessary interviews and reviews needed to accomplish the work of this project. When practical, DHSS will make available documents at its New Castle site. 10. Will there be one single State of Delaware project manager that the vendor will interface with? Answer: Yes. 11. The RFP requires a fixed price bid, however, many of the components of the scope of work, such as assisting the state in obtaining DCA approval of a revised CAP, will be unknown until the CAP is submitted and DCA responds. Can the vendor respond with a fixed price bid for the specified deliverables, and include a price for additional support work that may be needed and requested by the state? Answer: No. 12. Some of the deliverables require staff training. Can the vendor assume that all training will be conducted in New Castle at a state training site, or will the state require multiple training sites throughout the state that the vendor will have to travel to and include in the fixed price bid? Is there capability and availability of video conferencing? Answer: The only deliverable that would require the vendor to actually conduct training as a deliverable is contained on page 8 under point 1.i. and 2.c. It is anticipated that this training would be held at the DHSS New Castle site. 13. Is there a specific state appropriation for this project? What is the anticipated cost for this project? Answer: The RFP process and subsequent contract negotiation process will be the means by which the project cost will be determined and funding subsequently identified. 14. On page 6 of the RFP under “Scope of Service” number (3) - What internal systems does DHSS currently have in place? Please provide a brief description of each system. Answer: As a clarification to number (3) on page 6 of the RFP, the purpose of this project is for the vendor to determine the extent to which DHSS has the internal systems and capacities in place and evaluate and make a determination as to their ability to systematically carry out the requirement of the various Federal programs. 15. /Within the PCAP section of the subject quote, there is a link to information about the new financial system that is being installed. The link is http://extranet.fsf.state.de.us and is not working. Could you prove me with a valid link to I can review the accounting system being put in place. Answer: Unfortunately link placed in the RFP was to the State Extranet which outside parties do not have access to. This was not recognized at the time the RFP was posted. Unfortunately there is no link that can be provided to parties external to the State’s network in order to access the new financial system’s web site. What we have provided are a set of PDF documents that give an overview of the new system which will be posted with the responses to prospective bidder’s questions.