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State of South Carolina

Request for Proposal

AMENDMENT 1

Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400023401 07/13/2022

BRITTANY SLOAN

803-737-3410 bsloan@mmo.sc.gov SFAA, Div. of Procurement Services, MMO PO Box 101103 Columbia SC 29211

DESCRIPTION: Comprehensive Student Success Software Solution

USING GOVERNMENTAL UNIT: Piedmont Technical College

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

SUBMIT OFFER BY (Opening Date/Time): 07/29/2022 11:00am (See "Deadline for Submission Of Offer" provision)

QUESTIONS MUST BE RECEIVED BY: 06/28/2022 05:00 pm (See "Questions from Offerors" provision)

NUMBER OF COPIES TO BE SUBMITTED: ONLINE BIDDING PREFERRED; If submitting Online in SCEIS please See Online Bidding Instructions in Section II.B. If submitting Hardcopy, submit One (1) Original Hardcopy marked “Original”, and One (1) Electronic (digital) Media Copy marked “Copy” (See “Electronic Copies-Required Media & Format” provision Section II.B.) Initial here if NO redacted copy is necessary___________

CONFERENCE TYPE: Pre-Proposal DATE & TIME: 06/28/2022 10:00am

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

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 120 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)

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PAGE TWO

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

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 not apply. See SC Consolidated Procurement Code Reference 11-35-1524 (E) (2)

PREFERENCES - ADDRESS AND PHONE OF IN-STATE OFFICE: Preferences do not apply. See SC Consolidated Procurement Code Reference 11-35-1524 (E) (2)

PAGE TWO (SEP 2009)

End of PAGE TWO

AMENDMENT #1

Solicitation #5400023401

AMENDMENTS TO SOLICITATION (JAN 2004)

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 (1) by signing and returning the amendment, (2) by identifying the amendment number and date in the space provided for this purpose on Page Two, (3) by letter, or (4) by submitting a bid that indicates in some way that the bidder received the amendment. (c) If this solicitation is amended, then all terms and conditions which are not modified remain unchanged. [02-2A005-1]

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]

ALL OTHER TERMS, CONDITIONS, BIDDING INSTRUCTIONS, AND SPECIFICATIONS REMAIN UNCHANGED. IF THERE ARE ANY QUESTIONS OR IF ANY CONFUSION OR UNCERTAINTY ARISES AS A RESULT OF THIS AMENDMENT, IT IS THE SOLE RESPONSIBILITY OF THE OFFEROR TO CONTACT THE PROCUREMENT OFFICER FOR CLARIFICATION. CONTACT INFORMATION CAN BE FOUND IN THE TOP RIGHT HAND CORNER OF THE COVER PAGE OF THIS AMENDMENT. REFERENCE THE “DUTY TO INQUIRE” CLAUSE IN THE ORIGINAL INVITATION FOR BID.

MAXIMUM CONTRACT PERIOD – ESTIMATED (Modified)

Start date: 09/09/2022 End date: 09/08/2027. Dates provided are estimates only. Any resulting contract will begin on the date specified in the notice of award. See clause entitled “Term of Contract – Effective Date/Initial Contract Period”.

This is a one (1) year contract with four (4) one-year renewal options. The maximum contract life is five (5) years.

5400023401 Q & A

1. How many full users (able to configure the system, update settings/workflows, write reports, use live chat, own cases) do you anticipate will access the solution?

State’s Response: 10-15

2. How many light users (create and update contacts, run/ view pre-written reports, manage communication and events) do you anticipate will access the solution? All staff and full-time faculty.

State’s Response: 300

3. Do you expect to use live chat feature? If so, how many live chat users from your staff do you anticipate will access the solution?

State’s Response: Unknown at this time.

4. Is PTC interested in non-live chatbot? This chatbot performs multiple tasks, saving staff time and going well beyond simple questions and answers. This assistant answers questions and can route the conversation to a live person if needed and create follow-up help tickets.

State’s Response: We currently have a non-live chatbot.

5. Can PTC clarify whether it is acceptable to submit all proposal documents via SCEIS or whether USB drives with proposal documents are required to be sent to PTC in addition to submitting via SCEIS?

State’s Response: You have the option to choose either online or hard copy (paper or USB)

6. If USB drives are required, is it acceptable for these to arrive to PTC after the RFP close date, as long as they are mailed prior to the RFP close date AND all documents are submitted to PTC on SCEIS prior to RFP close date?

States Response: No items or documents are to be sent to PTC as instructed on the front page of the RFP. Additionally, all responses are due no later than the time and date listed on the cover page. No exceptions can be made. Should you choose to send hard copies, or USB drives rather than submitting online, you must ensure it reaches the MMO office on or before the due date and time.

7. In IV. Information for Offerors to Submit, it is noted that our “offer should include all other information and documents requested in this part [IV. Information for Offerors to Submit]…” Do firms need to copy each of the items within IV. Information for Offers to Submit into their RFP responses and address each individually or can firms simply include a statement acknowledge and agreeing to all statements in this section?

State’s Response: as stated, it is required.

8. Is it acceptable for firms to submit a Price Proposal that contains the following along with completed Attachment B:

A document that addresses all questions and information requested in Business Proposal (pages 25 and 26 of the RFP document) and VIII. Bidding Schedule/Price-Business Proposal (page 47 of the RFP document)?

a. A document with a price proposal matching Attachment B in a firms preferred format? Per the requirement in the RFP to also include “A separate document with a complete and detailed cost breakdown for each of the five years, from development of solution to maintenance for each year” this would appear to be compliant with the guidelines stated in the RFP and would allow firms to provide any additional price detail not captured by the Price Proposal format in Attachment B:

State’s Response: Please submit as instructed on page 47. Please also note that it says: “The pricing matrix provided as Attachment\B will be the only acceptable business proposal format.” “Offeror must also include a separate document with a complete and detailed cost breakdown for each of the five years, from development of solution to maintenance for each year.”

9. Has PTC identified a budget for this initiative, and if so, is it possible to share? Is there a price above which proposals would not be accepted?

State’s Response: budgetary information for this project will not be shared at this time.

10. Can PTC share who will be on the evaluation committee for this RFP?

State’s Response: no

11. What strategic challenges is PTC looking to address through this RFP? Are there specific goals PTC is looking to achieve? And in what time period?

State’s Response: Please refer to the RFP. This answer to this question is provided in some detail already.

12. What are some challenges unique to PTC that you think proposing vendors should be aware of as they compose their responses?

State’s Response: Please refer to the RFP. This answer to this question is provided in some detail already.

13. Does PTC have a preferred “go live” date? When would PTC expect to begin realizing the benefits from the selected solution? State’s Response: We hope to have a working implementation 12-18 months after the award.

14. What is the total enrollment of students anticipated to be using the solution?

State’s Response: Approximately 6,500 to 7000 credit students per academic year.

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