Amendment 1.docx

SAP

State of South Carolina

Request for Proposal Amendment 1 Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400029042 11/20/2025

KATHY SANTANDREU

8037348428 ksantandreu@ed.sc.gov SC Department of Education Attn: Procurement Office 849 Learning Lane West Columbia SC 29172-3171

DESCRIPTION: Instructional Materials Textbook Management System

USING GOVERNMENTAL UNIT: SC Department of Education – Office of Instructional Materials

SUBMIT YOUR OFFER ON-LINE AT THE FOLLOWING URL: http://www.procurement.sc.gov

SUBMIT OFFER BY (Opening Date/Time): 12/3/2025 12/10/2025 11:00 AM ET (See "Deadline For Submission Of Offer" provision)

QUESTIONS MUST BE RECEIVED BY: 11/14/2025 9:00 AM ET (See "Questions From Offerors" provision)

NUMBER OF COPIES TO BE SUBMITTED: See 3rd page (labeled page 1)

If no redacted copy of your submission is required, please initial here: ______________________

CONFERENCE TYPE: n/a

DATE & TIME:

(As appropriate, see "Conferences - Pre-Bid/Proposal" & "Site Visit" provisions) LOCATION: n/a

You must submit a signed copy of this form with Your Offer. By signing, You agree to be bound by the terms of the Solicitation. You agree to hold Your Offer open for a minimum of 180 calendar days after the Opening Date. (See "Signing Your Offer" provision.)

NAME OF OFFEROR

(full legal name of business submitting the offer) Any award issued will be issued to, and the contract will be formed with, the entity identified as the Offeror. The entity named as the offeror must be a single and distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc.

AUTHORIZED SIGNATURE

(Person must be authorized to submit binding offer to contract on behalf of Offeror.)

DATE SIGNED

TITLE

(business title of person signing above)

STATE VENDOR NO.

(Register to Obtain S.C. Vendor No. at www.procurement.sc.gov)

PRINTED NAME

(printed name of person signing above)

STATE OF INCORPORATION

(If you are a corporation, identify the state of incorporation.)

OFFEROR'S TYPE OF ENTITY: (Check one) (See "Signing Your Offer" provision.)

___ Sole Proprietorship ___ Partnership ___ Other_____________________________

___ Corporate entity (not tax-exempt) ___ Corporation (tax-exempt) ___ Government entity (federal, state, or local)

COVER PAGE - ON-LINE ONLY (MAR. 2015)

SAP

SAP

PAGE TWO

(Return Page Two with Your Offer) HOME OFFICE ADDRESS (Address for offeror's home office / principal place of business)

South Carolina Department of Education c/o Office of Instructional Materials 849 Learning Lane West Columbia, SC 29172

NOTICE ADDRESS (Address to which all procurement and contract-related notices should be sent.) (See "Notice" clause)

_________________________________________________ Area Code - Number - Extension Facsimile

_________________________________________________ E-mail Address

PAYMENT ADDRESS (Address to which payments will be sent.) (See "Payment" clause)

____Payment Address same as Home Office Address ____Payment Address same as Notice Address (check only one) ORDER ADDRESS (Address to which purchase orders will be sent) (See "Purchase Orders and "Contract Documents" clauses)

____Order Address same as Home Office Address ____Order Address same as Notice Address (check only one)

ACKNOWLEDGMENT OF AMENDMENTS

Offerors acknowledges receipt of amendments by indicating amendment number and its date of issue. (See "Amendments to Solicitation" Provision)

DISCOUNT FOR PROMPT PAYMENT

(See "Discount for Prompt Payment" clause)

PREFERENCES - A NOTICE TO VENDORS (SEP. 2009): Preferences do no apply

PREFERENCES - ADDRESS AND PHONE OF IN-STATE OFFICE: Preferences do no apply

____In-State Office Address same as Home Office Address ____In-State Office Address same as Notice Address (check only one)

PAGE TWO (SEP 2009)

End of PAGE TWO

AMENDMENTS TO SOLICITATION (modified): (a) The Solicitation may be amended at any time prior to opening. All actual and prospective Offerors should monitor the following web site for the issuance of Amendments: www.procurement.sc.gov(b) Offerors shall acknowledge receipt of any amendment to this solicitation by identifying the amendment number and date in the space provided for this purpose on Page Two and returning with solicitation response (c) If this solicitation is amended, then all terms and conditions which are not modified remain unchanged.

QUESTIONS FROM OFFERORS - AMENDMENT (JUN 2017) THE SOLICITATION IS AMENDED AS PROVIDED HEREIN. INFORMATION OR CHANGES RESULTING FROM QUESTIONS WILL BE SHOWN IN A QUESTION-AND-ANSWER FORMAT. ALL QUESTIONS RECEIVED HAVE BEEN REPRINTED BELOW. THE “STATE’S RESPONSE” SHOULD BE READ WITHOUT REFERENCE TO THE QUESTIONS. THE QUESTIONS ARE INCLUDED SOLELY TO PROVIDE A CROSS REFERENCE TO THE POTENTIAL OFFEROR THAT SUBMITTED THE QUESTION. QUESTIONS DO NOT FORM A PART OF THE CONTRACT; THE “STATE’S RESPONSE” DOES. ANY RESTATEMENT OF PART OR ALL OF AN EXISTING PROVISION OF THE SOLICITATION IN AN ANSWER DOES NOT MODIFY THE ORIGINAL PROVISION EXCEPT AS FOLLOWS: UNDERLINED TEXT IS ADDED TO THE ORIGINAL PROVISION. STRICKEN TEXT IS DELETED. [02-2A097-1] Updates to dates:

SUBMIT OFFER BY (Opening Date/Time): 12/10/2025 11:00 AM ET Answers to vendor questions:

1. Would you consider a response from a Canadian company, based on the clause below, we are hoping it is not a definite No.

-No, no part of the resulting contract from this solicitation may be performed offshore of the United States by persons located offshore of the United States of by means, methods, or communications that, in whole or in part take place offshore of the United State.

1. Would the regional trainings need to be simultaneous, i.e., occurring on the same days at all locations?

-No, the regional trainings do not need to be simultaneous. They should preferably be scheduled on different days for each location.

1. In order to accommodate 200 participants per training, we would need to send at least four trainers out to do two half-day trainings per day per site. Would you be open to remote/virtual trainings which would allow for more flexibility at a lower price point?

-No, we would not be open to remote/virtual trainings for initial sessions, as they are required to be conducted in person. However, subsequent follow-up sessions may be delivered virtually.

1. Is a train the trainer model an option for these regional trainings? Doing so would allow us to send five trainers out to each area simultaneously rather than four out to each location (for a total of 20 trainers if done simultaneously, something that is not feasible for Follett at this time).

- A train-the-trainer model is not an option for the initial regional training during the implementation year. Starting in year two, the train the trainer model could/may be open for discussion. Nevertheless, the final decision lies solely with SCDE.

1. Would remote trainings be acceptable for ongoing training sessions?

- Initial training sessions are required to be conducted in person, while subsequent follow-up sessions may be delivered virtually.

1. Please provide more detail around what you mean by "integrate" or "integration" in your specifications. When you say "integrate", do you mean direct communication and data transference between the IMIMS and a third-party system?

- Integration for this contract refers to a secure and auditable data exchange. Examples in the RFP include: transmitting approved orders to the statewide depository, ingesting barcode records from the depository, integrating with a SIS to obtain student lists and to assign student-level materials, and interfacing with the depository invoicing/fulfillment system to reconcile pricing and shipment status. Where the scope references APIs, EdFi, HTTPS, and SFTP, the expectation is near-real-time automated interfaces where feasible.

1. Please provide more detail around what is meant by "migration" in this requirement: "Describe the tools and processes your solution uses to migrate content into it." Is this a data migration from your current system to the new IMIMS, or is this regarding the new IMIMS' capability to import third-party content (such as digital content, eTextbooks, etc.)?

- Migration in the contract refers to moving SCDE’s existing instructional materials data and associated transactional history. Examples of historical transactional data are: patron/student assignments, check‑out/check‑in history, fines/credits, order history, shipments, and other ledger transactions from the current system into the new IMIMS.

1. Please provide more detail around this requirement: “Explain your solution’s form builder capability and indicate if it is (1) delivered with your solution, owned/managed by you; (2) provided at additional cost, owned/managed by you; (3) included with your solution, owned/managed by a third party; or (4) provided at additional cost, owned/managed by a third party.” What types of forms would you like to build?

-The SCDE will require in-house/self-service form building to support the following use cases. SCDE administrators must be able to create, edit, and publish public-facing forms without vendor development support.

These are examples and are not comprehensive of all form requirements:

· Publisher Submission Form — fields: publisher name; title metadata (ISBN, state ID, edition); file uploads (sample PDFs, metadata sheets); sample distribution request (shipping address, quantity); certification checkbox; submission date; contact info; automatic receipt/confirmation.

· Evaluation rubric form for review panels (scored fields with attachments and workflow routing).

· School order form and editable order approval/change request form.

· Inventory audit checklist and damage/loss reporting form (barcode input + photos)

· Inter‑district transfer or surplus return request form (approval routing + tracking).

· Helpdesk / exception forms (e.g., missing shipment, disputation).

1. Related to A. General Requirements, #1: Which laws does the system need to comply with?

- The SCDE requires that your solution comply with all applicable state and federal laws governing student data privacy and security. As part of the contract vendors will confirm compliance with FERPA (Family Educational Rights and Privacy Act), South Carolina’s Data Use and Governance policy (SC Code §59‑1‑490 and related state student data protections), the Protection of Pupil Rights Amendment (PPRA), and any federal reporting rules (EDFacts) that constrain personally identifiable data.

1. Related to A. General Requirements, # 4:

a. What system is used as the Central Depository?

-The system at the Central Depository is a proprietary system.

b. What are the available functions in the system?

-The available functions are to transfer/host data to and from the SCDE system.

c. Which departments use it?

-The departments that use it are Instructional Materials Office and South Carolina schools.

d. What integration capabilities are available?

-There are currently no integration capabilities available.

e. What data needs to be stored in the States Central Depository vs in the new IMIMS system (e.g. contracts are stored in the Central Depository; barcodes are stored in IMIMS).

-All Data should be stored on IMIMS, Depository has separate storage needs that are outside of SCDE’s system.

1. Related to A. General Requirements, # 6:

a. What information is required to be broadcasted?

-The information that will be shared will be the adopted instructional materials for all subject areas.

b. Does the information need to be available to anyone without login or only to logged in users?

-This information will be available for anyone with login access.

1. Related to B. Functional Requirements, # 11:

a. What are the available functions in the system?

-The available functions in the system are to transfer/host data to and from the SCDE system.

b. What data is stored in RL Bryan?

-The data that is stored in RL Bryan is the shipping information.

c. Which departments use it?

-The departments that use it are Instructional Materials Office and South Carolina schools.

d. What integration capabilities are available?

-There are currently no integration capabilities.

e. What data needs to be stored in RL Bryan vs in the new IMIMS system?

-All Data should be stored on IMIMS, Depository has separate storage needs that are outside of DOE’s system.

1. Related to B. Functional Requirements, # 15: Please confirm PowerSchool is the sole Student Information System (SIS) being used.

-Yes, currently PowerSchool is the sole Student Information System (SIS).

1. Related to B. Functional Requirements, # 20: Please share an example of the parameters -An example of parameters includes the system being able to calculate depreciation value of currently adopted instructional materials. Another example is to calculate the fines for lost or damaged instructional materials per title.

1. Related to B. Functional Requirements, # 23:

a. What are the available functions in the system?

-The available functions in the system are to transfer/host data to and from the SCDE system.

b. What data is stored in RL Bryan?

-The data that is stored in RL Bryan is the shipping information.

c. Which departments use it?

-The departments that use it are Instructional Materials Office and South Carolina schools.

d. What integration capabilities are available?

-There are currently no integration capabilities.

e. What data needs to be stored in RL Bryan vs in the new IMIMS system?

- All Data should be stored on IMIMS, Depository has separate storage needs that are outside of SCDE’s system.

1. Related to B. Functional Requirements, # 24: What does real-time communication and data exchange stand for?

-Real-time communication and data exchange refers to the immediate sharing and updating of critical information between the Office of Instructional Materials, the central depository, and schools. This includes current order status, delivery status, and up-to-date school inventory data, invoicing and reconciliation, ensuring that all stakeholders have accurate information at any given moment.

1. Related to B. Functional Requirements, # 25: What reports are required? Please provide examples.

-The required reports can be generated by a date range to include but not limited to barcoded inventory at schools, lost and damaged materials, invoice reconciliation, and open orders by title. A report showing the shipped materials by title and State ID number within a date range.

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