Addendum 1 Document.pdf

PDF 308 KB Posted Aug 18, 2025

Attached to: Interpreter Services
Solicitation number: 25RFP16046
Issued by: Harding County, South Dakota

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Written by GovTribe AI · Aug 25, 2025

This is a Request for Proposal (RFP) from the South Dakota Department of Human Services, Division of Long Term Services & Supports, seeking interpreter services for individuals who do not speak and/or understand English. The RFP has two primary components: Remote Interpreter Services and In-Person Interpreter Services, covering interactions for individuals receiving or applying for services. The proposal is due on September 2, 2025, at 5:00 p.m. CST, with an anticipated contract length of three years and potential for renewal. The RFP includes services for various scenarios, such as unscheduled contacts to intake lines, scheduled case management activities, and interpreter needs for provider agency staff, with a specific focus on participants authorized to receive services through LTSS.

The RFP strongly prefers a flat monthly rate providing unlimited access to interpreter services for both LTSS staff and contracted providers. Offerors are asked to specify their billing models, with options including a fixed monthly rate or a variable rate model based on usage. The language summary charts provided show historical service utilization across fiscal years 2024 and 2025, covering multiple languages including Spanish, American Sign Language, Arabic, Bosnian, and others. The evaluation process will subjectively assess proposals based on specialized expertise, resources, past performance, availability, familiarity with the project locale, project management techniques, and ability to handle special project constraints. The State reserves the right to reject any proposals and will negotiate terms with the highest-ranked offeror.

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File	Type	Posted
Response to Offeror Questions document.pdf	PDF	Aug 18, 2025
RFP Document.pdf	PDF	Aug 18, 2025
RFP Document.pdf	PDF	Jul 22, 2025

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Addendum #1: The proposal due date has been extended until September 2, 2025, 5:00 p.m. In addition, the Language Summary Charts have been updated. Please refer to attached document titled Addendum 1 for complete information.

STATE OF SOUTH DAKOTA

DEPARTMENT OF HUMAN SERVICES

3800 E HIGHWAY 34 – HILLSVIEW PLAZA

PIERRE, SOUTH DAKOTA 57501-3182

Division of Long Term Services & Supports Request for Proposal for Interpreter Services PROPOSALS ARE DUE NO LATER THAN September 2, 2025 at 5 pm CST

RFP #: 25RFP16046 State POC: Katelyn Hump EMAIL:

Katelyn.Hump@state.sd.us

READ CAREFULLY

FIRM NAME: AUTHORIZED SIGNATURE:

ADDRESS: TYPE OR PRINT NAME:

CITY/STATE: TELEPHONE NO:

ZIP (9 DIGIT): FAX NO:

E-MAIL:

PRIMARY CONTACT INFORMATION

CONTACT NAME: TELEPHONE NO:

FAX NO: E-MAIL:

1.0 GENERAL INFORMATION

1.1 PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The South Dakota Department of Human Services is requesting proposals for interpreter services for individuals who do not speak and/or understand the English language who are receiving and/or applying to receive services or seeking information and referral from the Division of Long Term Services and Supports.

1.2 ISSUING OFFICE AND RFP REFERENCE NUMBER

The South Dakota Department of Human Services is the issuing office for this document and all subsequent addenda relating to it, on behalf of the State of South Dakota, Department of Human Services, Long Term Services and Supports (LTSS). The reference number for the transaction is RFP #25RFP16046. This number must be referred to on all proposals, correspondence, and documentation relating to the RFP.

1.3 SCHEDULE OF ACTIVITIES (SUBJECT TO CHANGE)

RFP Publication July 21, 2025 Offeror Questions Due Responses to Offeror Questions

August 4, 2025 by 5 pm CST August 15, 2025

Proposal Submission September 2, 2025 by 5 pm CST Oral Presentations/discussions (if required) September 15-19, 2025, if needed

Anticipated Award Decision/Contract Negotiation November 1, 2025

1.4 SUBMITTING YOUR PROPOSAL

All proposals must be completed and received in the South Dakota Department of Human Services by the date and time indicated in the Schedule of Activities.

Proposals received after the deadline will be late and ineligible for consideration.

One (1) electronic proposal must be submitted to the South Dakota Department of Human Services.

Due to security concerns, the State will not accept electronic proposals on portable media so Offerors must provide a secure location where the State can electronically download the Offeror’s proposal(s). The secure location should be sent to Katelyn Hump as point of contact. This secure location can be a SFTP site, an encrypted FTP site or a webpage using SSL if files are only downloaded and nothing has to be uploaded.

No proposal shall be accepted from, or no contract or purchase order shall be awarded to any person, firm or corporation that is in arrears upon any obligations to the State of South Dakota, or that otherwise may be deemed irresponsible or unreliable by the State of South Dakota.

1.5 CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND

VOLUNTARY EXCLUSION – LOWER TIER COVERED TRANSACTIONS

By signing and submitting this proposal, the offeror certifies that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation, by any Federal department or agency, from transactions involving the use of Federal funds. Where the offeror is unable to certify to any of the statements in this certification, the bidder shall attach an explanation to their offer.

1.6 NON-DISCRIMINATION STATEMENT

The State of South Dakota requires that all contractors, vendors, and suppliers doing business with any State agency, department, or institution, provide a statement of non-discrimination. By signing and submitting their proposal, the offeror certifies they do not discriminate in their employment practices with regard to race, color, creed, religion, age, sex, ancestry, national origin or disability.

1.7 CERTIFICATION RELATING TO PROHIBITED ENTITY

For contractors, vendors, suppliers, or subcontractors who enter into a contract with the State of South Dakota by submitting a response to this solicitation or agreeing to contract with the State, the bidder or offeror certifies and agrees that the following information is correct:

The bidder or offeror, in preparing its response or offer or in considering proposals submitted from qualified, potential vendors, suppliers, and subcontractors, or in the solicitation, selection, or commercial treatment of any vendor, supplier, or subcontractor, is not an entity, regardless of its principal place of business, that is ultimately owned or controlled, directly or indirectly, by a foreign national, a foreign parent entity, or foreign government from China, Iran, North Korea, Russia, Cuba, or Venezuela, as defined by SDCL 5-18A. It is understood and agreed that, if this certification is false, such false certification will constitute grounds for the State to reject the bid or response submitted by the bidder or offeror on this project and terminate any contract awarded based on the bid or response. The successful bidder or offeror further agrees to provide immediate written notice to the contracting executive branch agency if during the term of the contract it no longer complies with this certification and agrees such noncompliance may be grounds for contract termination.

1.8 RESTRICTION OF BOYCOTT OF ISRAEL

For contractors, vendors, suppliers, or subcontractors with five (5) or more employees who enter into a contract with the State of South Dakota that involves the expenditure of one hundred thousand dollars ($100,000) or more, by submitting a response to this solicitation or agreeing to contract with the State, the bidder or offeror certifies and agrees that the following information is correct:

territories, with the specific intent to accomplish a boycott or divestment of Israel in a discriminatory manner. It is understood and agreed that, if this certification is false, such false certification will constitute grounds for the State to reject the bid or response submitted by the bidder or offeror on this project and terminate any contract awarded based on the bid or response. The successful bidder or offeror further agrees to provide immediate written notice to the contracting executive branch agency if during the term of the contract it no longer complies with this certification and agrees such noncompliance may be grounds for contract termination.

1.9 CERTIFICATION OF NO STATE LEGISLATOR INTEREST

Offeror (i) understands neither a state legislator nor a business in which a state legislator has an ownership interest may be directly or indirectly interested in any contract with the State that was authorized by any law passed during the term for which that legislator was elected, or within one year thereafter, and (ii) has read South Dakota Constitution Article 3, Section 12 and has had the opportunity to seek independent legal advice on the applicability of that provision to any Agreement entered into as a result of this RFP. By signing an Agreement pursuant to this RFP, Offeror hereby certifies that the Agreement is not made in violation of the South Dakota Constitution Article 3, Section 12.

1.10 MODIFICATION OR WITHDRAWAL OF PROPOSALS

Proposals may be modified or withdrawn by the offeror prior to the established due date and time.

No oral, telephonic, telegraphic or facsimile responses or modifications to informal, formal bids, or Request for Proposals will be considered.

1.12 OFFEROR INQUIRIES

Offerors may email inquiries concerning this RFP to obtain clarification of requirements. No inquiries will be accepted after the date and time indicated in the Schedule of Activities. Inquiries must be emailed to Katelyn Hump at Katelyn.Hump@state.sd.us with the subject line “RFP #25RFP16046 Questions”.

The State will to respond to offeror’s inquiries (if required) via e-mail. In addition, all inquiries and the State’s response will be posted on the state’s e-procurement system. Offerors may not rely on any other statements, either of a written or oral nature, that alter any specification or other term or condition of this RFP. Offerors will be notified in the same manner as indicated above regarding any modifications to this RFP.

1.13 PROPRIETARY INFORMATION

The proposal of the successful offeror(s) becomes public information. Proprietary information can be protected under limited circumstances such as client lists and non-public financial statements.

An entire proposal may not be marked as proprietary. Offerors must clearly identify in the Executive Summary and mark in the body of the proposal any specific proprietary information they are requesting to be protected. The Executive Summary must contain specific justification explaining why the information is to be protected. Proposals may be reviewed and evaluated by any person at the discretion of the State. All materials submitted become the property of the State of South Dakota and may be returned only at the State's option.

1.14 LENGTH OF CONTRACT

The anticipated length of the contract is three years with customary provisions for early termination based upon performance. The Contractor and State may mutually agree to renew the contract.

1.15 GOVERNING LAW

Venue for any and all legal action regarding or arising out of the transaction covered herein shall be solely in the State of South Dakota. The laws of South Dakota shall govern this transaction.

1.16 DISCUSSIONS WITH OFFERORS (ORAL PRESENTATION/NEGOTIATIONS)

An oral presentation by an offeror to clarify a proposal may be required at the sole discretion of the State. However, the State may award a contract based on the initial proposals received without discussion with the Offeror. If oral presentations are required, they will be scheduled after the submission of proposals. Oral presentations will be made at the offeror’s expense.

This process is a Request for Proposal/Competitive Negotiation process. Each Proposal shall be evaluated, and each respondent shall be available for negotiation meetings at the State’s request.

The State reserves the right to negotiate on any and/or all components of every proposal submitted. From the time the proposals are submitted until the formal award of a contract, each proposal is considered a working document and as such, will be kept confidential. The negotiation discussions will also be held as confidential until such time as the award is completed.

2.0 STANDARD CONTRACT TERMS AND CONDITIONS

Any contract or agreement resulting from this RFP will include the State’s standard terms and conditions as listed below, along with any additional terms and conditions as negotiated by the parties:

2.1 The Contractor will perform those services described in the Scope of Work, attached hereto as

Section 3 of the RFP and by this reference incorporated herein.

2.2 The Contractor’s services under this Agreement shall commence on __________ and end on ___________, unless sooner terminated pursuant to the terms hereof.

2.3 The Contractor will not use State equipment, supplies or facilities. The Contractor will provide the

State with its Employer Identification Number, Federal Tax Identification Number or Social Security Number upon execution of this Agreement.

2.4 The State will make payment for services upon satisfactory completion of the services. The TOTAL

CONTRACT AMOUNT is an amount not to exceed $__________. The State will not pay Contractor's expenses as a separate item. Payment will be made pursuant to itemized invoices submitted with a signed state voucher. Payment will be made consistent with SDCL ch. 5-26.

2.5 The Contractor agrees to indemnify and hold the State of South Dakota, its officers, agents and employees, harmless from and against any and all actions, suits, damages, liability or other proceedings that may arise as the result of performing services hereunder. This section does not require the Contractor to be responsible for or defend against claims or damages arising solely from errors or omissions of the State, its officers, agents or employees.

2.6 The Contractor, at all times during the term of this Agreement, shall obtain and maintain in force insurance coverage of the types and with the limits as follows:

A. Commercial General Liability Insurance:

The Contractor shall maintain occurrence based commercial general liability insurance or equivalent form with a limit of not less than $1,000,000.00 for each occurrence. If such insurance contains a general aggregate limit it shall apply separately to this Agreement or be no less than two times the occurrence limit.

B. Professional Liability Insurance or Miscellaneous Professional Liability Insurance:

The Contractor agrees to procure and maintain professional liability insurance or miscellaneous professional liability insurance with a limit not less than $1,000,000.00.

C. Business Automobile Liability Insurance:

The Contractor shall maintain business automobile liability insurance or equivalent form with a limit of not less than $1,000,000.00 for each accident. Such insurance shall include coverage for owned, hired and non-owned vehicles.

D. Worker’s Compensation Insurance:

The Contractor shall procure and maintain workers’ compensation and employers’ liability insurance as required by South Dakota law.

Before beginning work under this Agreement, Contractor shall furnish the State with properly executed Certificates of Insurance which shall clearly evidence all insurance required in this Agreement. In the event a substantial change in insurance, issuance of a new policy, cancellation or nonrenewal of the policy, the Contractor agrees to provide immediate notice to the State and provide a new certificate of insurance showing continuous coverage in the amounts required. Contractor shall furnish copies of insurance policies if requested by the State.

2.7 While performing services hereunder, the Contractor is an independent contractor and not an officer, agent, or employee of the State of South Dakota.

2.8 Contractor agrees to report to the State any event encountered in the course of performance of this Agreement which results in injury to the person or property of third parties, or which may otherwise subject Contractor or the State to liability. Contractor shall report any such event to the State immediately upon discovery.

Contractor's obligation under this section shall only be to report the occurrence of any event to the State and to make any other report provided for by their duties or applicable law. Contractor's obligation to report shall not require disclosure of any information subject to privilege or confidentiality under law (e.g., attorney-client communications). Reporting to the State under this section shall not excuse or satisfy any obligation of Contractor to report any event to law enforcement or other entities under the requirements of any applicable law.

2.9 This Agreement may be terminated by either party hereto upon thirty (30) days written notice. In the event the Contractor breaches any of the terms or conditions hereof, this Agreement may be terminated by the State at any time with or without notice. If termination for such a default is effected by the State, any payments due to Contractor at the time of termination may be adjusted to cover any additional costs to the State because of Contractor's default. Upon termination the State may take over the work and may award another party an agreement to complete the work under this Agreement. If after the State terminates for a default by Contractor it is determined that Contractor was not at fault, then the Contractor shall be paid for eligible services rendered and expenses incurred up to the date of termination.

2.10 This Agreement depends upon the continued availability of appropriated funds and expenditure authority from the Legislature for this purpose. If for any reason the Legislature fails to appropriate funds or grant expenditure authority, or funds become unavailable by operation of law or federal funds reductions, this Agreement will be terminated by the State. Termination for any of these reasons is not a default by the State nor does it give rise to a claim against the State.

2.11 This Agreement may not be assigned without the express prior written consent of the State. This

Agreement may not be amended except in writing, which writing shall be expressly identified as a part hereof, and be signed by an authorized representative of each of the parties hereto.

2.12 This Agreement shall be governed by and construed in accordance with the laws of the State of

South Dakota. Any lawsuit pertaining to or affecting this Agreement shall be venued in Circuit Court, Sixth Judicial Circuit, Hughes County, South Dakota.

2.13 The Contractor will comply with all federal, state and local laws, regulations, ordinances, guidelines, permits and requirements applicable to providing services pursuant to this Agreement, and will be solely responsible for obtaining current information on such requirements.

2.14 The Contractor may not use subcontractors to perform the services described herein without the express prior written consent of the State. The Contractor will include provisions in its subcontracts requiring its subcontractors to comply with the applicable provisions of this Agreement, to indemnify the State, and to provide insurance coverage for the benefit of the State in a manner consistent with this Agreement. The Contractor will cause its subcontractors, agents, and employees to comply, with applicable federal, state and local laws, regulations, ordinances, guidelines, permits and requirements and will adopt such review and inspection procedures as are necessary to assure such compliance.

2.15 Contractor hereby acknowledges and agrees that all reports, plans, specifications, technical data, miscellaneous drawings, software system programs and documentation, procedures, or files, operating instructions and procedures, source code(s) and documentation, including those necessary to upgrade and maintain the software program, and all information contained therein provided to the State by the Contractor in connection with its performance of services under this Agreement shall belong to and is the property of the State and will not be used in any way by the Contractor without the written consent of the State. Papers, reports, forms, software programs, source code(s) and other material which are a part of the work under this Agreement will not be copyrighted without written approval of the State.

2.16 The Contractor certifies that neither Contractor nor its principals are presently debarred, suspended, proposed for debarment or suspension, or declared ineligible from participating in transactions by the federal government or any state or local government department or agency.

Contractor further agrees that it will immediately notify the State if during the term of this Agreement Contractor or its principals become subject to debarment, suspension or ineligibility from participating in transactions by the federal government, or by any state or local government department or agency.

2.17 Any notice or other communication required under this Agreement shall be in writing and sent to the address set forth above. Notices shall be given by and to ___________________ on behalf of the State, and by ________________, on behalf of the Contractor, or such authorized designees as either party may from time to time designate in writing. Notices or communications to or between the parties shall be deemed to have been delivered when mailed by first class mail, provided that notice of default or termination shall be sent by registered or certified mail, or, if personally delivered, when received by such party.

2.18 In the event that any court of competent jurisdiction shall hold any provision of this Agreement unenforceable or invalid, such holding shall not invalidate or render unenforceable any other provision hereof.

2.19 All other prior discussions, communications and representations concerning the subject matter of this Agreement are superseded by the terms of this Agreement, and except as specifically provided herein, this Agreement constitutes the entire agreement with respect to the subject matter hereof.

3.0 SCOPE OF WORK

The Vendor agrees to provide the SD Department of Human Services Division interpreter services for individuals who do not speak and/or understand the English language. This RFP has TWO (2) primary components.

3.1 COMPONENT ONE (Remote Interpreter Services):

Remote Interpreter Services for individuals receiving and/or applying services or seeking information and referral from the Division of Long-Term Services and Supports, including:

• Unscheduled (on demand) contacts to Dakota at Home (The Division of Long Term Services and Supports intake and referral phone line) and LTSS case managers and staff

• Unscheduled (on-demand) contacts to answer consumer questions, including canceling and rescheduling of visits for interpreter services.

• Scheduled contacts with LTSS case managers to conduct case management activities, including a needs assessment.

• Scheduled contacts with provider agency staff contracted with LTSS when interpreter services are necessary for the provision of services (primarily nursing services).

o Note: Interpreter services for provider agency staff are only provided for participants who are authorized to receive services through LTSS.

3.2 COMPONENT TWO (In-person Interpreter Services):

In-person Interpreter Services for individuals receiving and/or applying for services through the Division of Long-Term Services and Supports, including:

• Scheduled Interpreter services with LTSS staff and the participant to conduct case management activities, including a needs assessment and consumer experience survey, when in-person interpreter services are the only feasible option for the participant.

• Scheduled Interpreter services with provider agency staff contracted with LTSS when necessary for the provision of services in the home (primarily nursing services) when in-person interpreter services are the only feasible option for the participant.

o Note: Interpreter services for provider agency staff are only provided for participants who are authorized to receive services through LTSS.

3.3 Overview of the process

Please provide a clear and concise explanation of how our staff and/or providers would access your services when communication with a participant requires an interpreter.

3.4 Service Delivery Details

Please describe, step by step, how your services are delivered in each of the formats listed below. This narrative should allow us to understand exactly how you will meet each of the requirements.

Offerors may respond to COMPONENT ONE, COMPONENT TWO, or both.

3.4.1 COMPONENT ONE: Remote Interpreter Services

Please describe how you will provide interpretation services for the following types of remote contacts:

3.4.1.1 Unscheduled (on-demand) calls to Dakota at Home (the Division of Long Term Services and Supports intake and referral line), and to LTSS case managers and staff.

3.4.1.2 Unscheduled (on-demand) contacts to respond to participant needs, such as canceling or rescheduling visits involving interpreter services.

3.4.1.3 Scheduled contacts between LTSS case managers and participants to support case management activities, including needs assessments.

3.4.1.4 Scheduled contacts between contracted provider agency staff and participants, when interpretation is needed to deliver authorized services (primarily nursing services).

o Note: Interpreter services for provider agency staff are only provided for participants who are authorized to receive services through LTSS.

3.4.2 COMPONENT TWO: In-Person Interpreter Services

Please describe how you will provide in-person interpretation for the following situations, when in-person services are the only feasible option for the participant:

3.4.2.1 Scheduled interpreter services with LTSS staff and participants to support case management activities, including needs assessments and consumer experience surveys.

3.4.2.2 Scheduled interpreter services with provider agency staff contracted with LTSS, when needed to deliver in-home services (primarily nursing services).

o Note: Interpreter services for provider agency staff are only provided for participants who are authorized to receive services through LTSS.

3.4.2.3. Please specify your service area within South Dakota for scheduled in-person interpreter services.

3.5 Languages offered

3.5.1 Which languages do you offer interpretation or translation services for?

3.5.2 For each language, please indicate the modes of service delivery you offer (e.g., phone, video, in-person).

3.5.3 What is the average wait time to connect with an interpreter for each language? Can you provide a performance when requested?

3.5.4 What are the hours of availability for your language services?

3.5.5 Are your interpreters able to recognize and interpret different dialects within a language?

3.6 American Sign Language (ASL) Services

3.6.1 Do you provide interpretation services for American Sign Language (ASL)?

3.6.1.1 If yes, how much advance notice is required to schedule an ASL interpreter?

3.7 Safeguards

3.7.1 What HIPAA safeguards do you offer?

3.8 Certification and Training

3.8.1 Describe your training, testing, and certification process, if any, for your interpreters.

3.9 Quality Assurance (QA)

3.9.1 Is there a QA process for interpreters on an ongoing basis? If so, how do you check the interpreter’s quality and accuracy of service?

3.9.2 Do you record conversations? If yes, how do you ensure compliance in the area of confidentiality and HIPAA compliance?

3.10 Customer Services

3.10.1 Do you provide dedicated account managers or points of contact for addressing concerns, issues, or service coordination?

3.10.2 What is your process for handling complaints? For example, how do you address concerns if a participant or staff member feels that a specific interpreter is not meeting expectations? If requested, can you provide a summary of complaints received and how they were resolved?

3.10.3 Can participants request a specific interpreter they are familiar with or have previously worked with?

3.11 Service Authorizations

3.11.1 Offerors may be required to use the current LTSS online case management and billing system to submit claims for services that are authorized, acknowledged, and delivered through the Therap platform.

3.11.2 Do you have a system or process in place to ensure that services are provided only to LTSS participants who are authorized to receive them?

4.0 PROPOSAL REQUIREMENTS AND COMPANY QUALIFICATIONS

4.1 The offeror is cautioned that it is the offeror's sole responsibility to submit information related to the evaluation categories and that the State of South Dakota is under no obligation to solicit such information if it is not included with the proposal. The offeror's failure to submit such information may cause an adverse impact on the evaluation of the proposal.

4.2 The offeror must submit information that demonstrates their availability and familiarity with the locale in which the project(s) are to be implemented. When answering this you should discuss your knowledge of South Dakota. In Addition, discuss your work with agencies like ours.

4.3 Discuss how you coordinate your staff to provide services. Give special emphasis to how you manage staff shortages.

4.4 Offeror's Contacts: Offerors and their agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must direct all of their questions or comments regarding the RFP, the evaluation, etc. to the buyer of record indicated on the first page of this RFP. Offerors and their agents may not contact any state employee other than the buyer of record regarding any of these matters during the solicitation and evaluation process. Inappropriate contacts are grounds for suspension and/or exclusion from specific procurements. Offerors and their agents who have questions regarding this matter should contact the buyer of record.

4.5 Provide the following information related to at least three previous and current service/contracts, performed by the offeror’s organization, which are similar to the requirements of this RFP.

a. Name, address and telephone number of client/contracting agency and a representative of that agency who may be contacted for verification of all information submitted;

b. Dates of the service/contract; and

c. A brief, written description of the specific prior services performed and requirements thereof.

5.0 PROPOSAL RESPONSE FORMAT

5.1 ONE (1) electronic proposal must be submitted to the South Dakota Department of Human Services.

5.1.1 The proposal should be page numbered and should have an index and/or a table of contents referencing the appropriate page number.

5.2 All proposals must be organized and tabbed with labels for the following headings:

5.2.1 RFP Form. The State’s Request for Proposal form (1st page of RFP) completed and signed.

5.2.2 Executive Summary. The one-to-two-page executive summary is to briefly describe the offeror’s proposal. This summary should highlight the major features of the proposal. It must indicate any requirements that cannot be met by the offeror. The reader should be able to determine the essence of the proposal by reading the executive summary.

Proprietary information requests should be identified in this section.

5.2.3 Detailed Response. This section should constitute the major portion of the proposal and must contain at least the following information:

5.2.3.1 A complete narrative of the offeror’s assessment of the work to be performed, the offeror’s ability and approach, and the resources necessary to fulfill the requirements. This should demonstrate the offeror’s understanding of the desired overall performance expectations.

5.2.3.2 A specific point-by-point response, in the order listed, to each requirement in the

RFP. The response should identify each requirement being addressed as enumerated in the RFP.

5.2.3.3 A clear description of any options or alternatives proposed.

5.2.4 Cost Proposal. Cost will be evaluated independently from the technical proposal.

Offerors may submit multiple cost proposals. All costs related to the provision of the required services must be included in each cost proposal offered.

See section 7.0 for more information related to the cost proposal.

6.0 PROPOSAL EVALUATION AND AWARD PROCESS

6.1 After determining that a proposal satisfies the mandatory requirements stated in the Request for Proposal, the evaluator(s) shall use subjective judgment in conducting a comparative assessment of the proposal by considering each of the following criteria:

6.1.1 Specialized expertise, capabilities, and technical competence as demonstrated by the proposed approach and methodology to meet the project requirements;

6.1.2 Resources available to perform the work, including any specialized services, within the specified time limits for the project;

6.1.3 Record of past performance, including price and cost data from previous projects, quality of work, ability to meet schedules, cost control, and contract administration;

6.1.4 Availability to the project locale;

6.1.5 Familiarity with the project locale;

6.1.6 Proposed project management techniques; and

6.1.7 Ability and proven history in handling special project constraints.

6.2 Experience and reliability of the offeror's organization are considered subjectively in the evaluation process. Therefore, the offeror is advised to submit any information which documents successful and reliable experience in past performances, especially those performances related to the requirements of this RFP.

6.3 The qualifications of the personnel proposed by the offeror to perform the requirements of this RFP, whether from the offeror's organization or from a proposed subcontractor, will be subjectively evaluated. Therefore, the offeror should submit detailed information related to the experience and qualifications, including education and training, of proposed personnel.

6.4 The State reserves the right to reject any or all proposals, waive technicalities, and make award(s) as deemed to be in the best interest of the State of South Dakota.

6.5 Award: The requesting agency and the highest ranked offeror shall mutually discuss and refine the scope of services for the project and shall negotiate terms, including compensation and performance schedule.

6.5.1 If the agency and the highest ranked offeror are unable for any reason to negotiate a contract at a compensation level that is reasonable and fair to the agency, the agency shall, either orally or in writing, terminate negotiations with the contractor. The agency may then negotiate with the next highest ranked contractor.

6.5.2 The negotiation process may continue through successive offerors, according to agency ranking, until an agreement is reached or the agency terminates the contracting process.

7.0 COST PROPOSAL

7.1 LTSS strongly prefers a flat monthly rate that provides unlimited access to interpreter services for both LTSS staff and contracted provider staff. Please see tables below for FY24 & FY25 service utilization. Proposals offering this flat-rate model will receive favorable consideration. Please clearly specify your standard billing model for COMPONENT 1 (Remote Interpreter Services):

7.1.1 Fixed Monthly Rate (Preferred Option). Indicate if you offer a fixed, flat monthly rate for unlimited usage. Describe any unlimited-use options under this rate for both LTSS staff and contracted providers.

7.1.2 Variable Rate Model. Please provide detailed pricing information for usage-based billing (e.g., per call, per minute). Include when billing begins and ends and note any differences in rates based on language (including American Sign Language if offered), service type, or other factors.

7.2 LTSS strongly prefers a flat monthly rate that provides unlimited access to interpreter services for both LTSS staff and contracted provider staff. Please see tables below for FY24 & FY25 service utilization. Proposals that offer this flat-rate model will receive favorable consideration. Please clearly specify your standard billing model for COMPONENT 2 (In-person Interpreter Services):

7.2.1 Fixed Monthly Rate (Preferred Option). Indicate if you offer a fixed, flat monthly rate for unlimited usage. Describe any unlimited-use options under this rate for both LTSS staff and contracted providers. Please provide specific detail regarding how you calculated the flat monthly rate.

7.2.2 Variable Rate Model. Please provide detailed pricing information for usage-based billing (e.g., per call, per minute). Include when billing begins and ends, and note any differences in rates based on language, service type, or other factors.

Offerors may respond to COMPONENT ONE, COMPONENT TWO, or both.

PRIMARY CONTACT INFORMATION

1.0 GENERAL INFORMATION

1.4 SUBMITTING YOUR PROPOSAL

1.14 LENGTH OF CONTRACT

2.0 STANDARD CONTRACT TERMS AND CONDITIONS

3.0 SCOPE OF WORK

4.0 PROPOSAL REQUIREMENTS AND COMPANY QUALIFICATIONS

File details come from the government source that posted it. Updated Aug 25, 2025.