Amendment 1.pdf

SAP

State of South Carolina

Request for Proposal Amendment 1

Solicitation:

Date Issued:

Procurement Officer:

E-Mail Address:

Mailing Address:

5400024444 12/6/2022 Travis Shealy shealytv@dhec.sc.gov

SC DHEC

Attn: Procurement Services 301 Gervais Street, 4th Floor Columbia, SC 29201

DESCRIPTION: WEB-BASED SICKLE CELL DISEASE REGISTRY

USING GOVERNMENTAL UNIT: SC DEPT OF HEALTH & ENVIRONMENTAL CONTROL

SUBMIT YOUR OFFER ON-LINE AT THE FOLLOWING URL: http://www.procurement.sc.gov SUBMIT OFFER BY (Opening Date/Time): 12/20/2022 1/3/2023 at 2:30 PM ET (See "Deadline For Submission Of Offer" provision) QUESTIONS MUST BE RECEIVED BY: 12/6/2022 SUBMISSION DEADLINE HAS PASSED (See "Questions From Offerors" provision)

NUMBER OF COPIES TO BE SUBMITTED: SEE INSTRUCTIONS ON PAGES 3 & 4

Initial here if NO redacted copy is necessary___________ CONFERENCE TYPE: Not Applicable

DATE & TIME: N/A

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

LOCATION: Not Applicable

AWARD &

AMENDMENTS

Award will be posted on 1/20/2023 2/3/2023. The award, this solicitation, any amendments, and any related notices will be posted at the following web address: http://www.procurement.sc.gov

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 ninety (90) 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)

mailto:shealytv@dhec.sc.gov http://www.procurement.sc.gov/

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) Amendment No. Amendment Issue

Date Amendment No. Amendment Issue

Date Amendment No. Amendment Issue

Date Amendment No. Amendment Issue

Date

DISCOUNT FOR

PROMPT PAYMENT

(See "Discount for Prompt

Payment" clause)

10 Calendar Days (%) 20 Calendar Days (%) 30 Calendar Days (%) _____Calendar Days (%)

PREFERENCES - A NOTICE TO VENDORS (SEP. 2009): On June 16, 2009, the South Carolina General Assembly rewrote the law governing preferences available to in-state vendors, vendors using in-state subcontractors, and vendors selling in-state or US end products. This law appears in Section 11-35-1524 of the South Carolina Code of Laws. A summary of the new preferences is available at www.procurement.sc.gov/preferences .

Preferences do not apply to Request for Proposals per the South Carolina Consolidated Procurement Code Section

11-35-1524, Part (E) (5).

PREFERENCES - ADDRESS AND PHONE OF IN-STATE OFFICE: Please provide the address and phone number for your in-state office in the space provided below. An in-state office is necessary to claim either the Resident Vendor Preference (11-35-1524(C)(1)(i)&(ii)) or the Resident Contractor Preference (11-35-1524(C)(1)(iii)). Accordingly, you must provide this information to qualify for the preference. An in-state office is not required, but can be beneficial, if you are claiming the Resident Subcontractor Preference (11-35-1524(D)).

Preferences do not apply to Request for Proposals per the South Carolina Consolidated Procurement Code Section

11-35-1524, Part (E) (5).

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

INSTRUCTIONS FOR OFFERORS SUBMITTING BIDS ON LINE

All Offerors desiring to respond to this solicitation should register and submit your response online. To respond online, Offeror must follow the new South Carolina Enterprise Information System (SCEIS) vendor registration instructions found at the South Carolina https://dhec-my.sharepoint.com/personal/shealytv_dhec_sc_gov/Documents/Complex/FY22/LCRB%20Modeling%20RFP/www.procurement.sc.gov/preferences

Procurement Information Center website address of: http://www.procurement.sc.gov/. If Offeror is registered in the old procurement system, Offerors must register or update their information in the new SCEIS system. Once the registration process is complete, the system will generate a SCEIS vendor user ID and password. The Offeror must keep this information current or the Offeror will not be able to submit future bids.

Offerors will need to follow these instructions carefully when responding to the solicitation online.

1. The original solicitation response should be submitted online and it will be the official response.

2. All Offerors must attach all additional requested documents to their response in the online system. These documents can be attached under the “Notes and Attachments” tab of the online solicitation either on the main page or under the necessary line item.

OFFERORS ENCOUNTERING REGISTRATION OR BIDDING PROBLEMS SHOULD CONTACT:

DSIT Help Desk (803) 896-0001 Select Option 1 then Option 2 Monday – Friday 8:00 AM – 4:30 PM

Offeror instructions can be found at:

https://procurement.sc.gov/doing-biz/submitting-offers

NOTICE

• To submit bids vendors must use Internet Explorer 8, 9 or 10, which is compatible with SAP. Other browsers such as Internet Explorer 11, Google Chrome, or Mozilla Firefox will not function properly and may prohibit bid submissions.

• It will be the responsibility of each bidder to ensure that their response was submitted properly. The Response Status must indicate 'Submitted'. If the response is in a 'HELD' or 'SAVED' status, you MUST go back in the system and submit the response before it can be 'ACCEPTED' by the State.

• Bidders are encouraged to review the 'Simulation for Bid Creation' before trying to submit their response.

• Electronic bid submission (SRM Login) – https://vendorportal.sc.gov/irj/portal

• Submitting Confidential Data https://www.procurement.sc.gov/legal/general-info

INSTRUCTIONS FOR OFFERORS SUBMITTING HARD COPY BIDS

Mailing Address: Physical Address:

SC DHEC – Division of Procurement Services SCDHEC – Division of Procurement Services Bureau of Business Management Bureau of Business Management Columbia Mills Building Columbia Mills Building – 4th Floor 2600 Bull Street 301 Gervais Street Columbia, S.C. 29201 Columbia, S.C. 29201

See Section II.A. – Public Opening Information – DHEC Clause

NUMBER OF COPIES

Offerors will need to follow these instructions carefully when responding to the solicitation on-line.

1. The original solicitation response should be submitted on-line and is the official response.

2. All Offerors should attach all additional requested documents to their response in the on-line system. These documents can be attached under the “Notes and Attachment” tab in the on-line system either on the main response page or under the necessary line item.

In addition to the offer you submit on-line, the Offeror MUST submit the following:

1. One (1) original paper copy (hardcopy)(marked “ORIGINAL”).

2. One (1) separate individual copy of the Price Proposal (marked “Price Proposal) in a separate sealed envelope.

3. One (1) separate individual copies of your Offer on USB Drives identical to the Original (but NOT including the Price

Proposal).

4. One (1) each separate individual copy of your Price Proposal on a USB Drive identical to the paper copy, labeled “Price

Proposal.”

5. One (1) Redacted copy (marked “Redacted”), if applicable. See Section IV – Submitting Redacted Offer” of both the

Technical and Price Proposal.

All copies requested must be delivered no later than the date and time specified on the cover page of the solicitation to the following address:

http://www.procurement.sc.gov/ https://procurement.sc.gov/doing-biz/submitting-offers https://procurement.sc.gov/doing-biz/submitting-offers https://vendorportal.sc.gov/irj/portal https://www.procurement.sc.gov/legal/general-info

South Carolina Department of Health and Environmental Control Division of Procurement Services Travis V. Shealy, Procurement Manager Solicitation Number: 5400024444 301 Gervais Street, Columbia Mills Building, 4th Floor Columbia, SC 29201

Initial here if NO redacted copy is necessary_____________

1. Offerors shall submit their bid in a sealed package.

2. The solicitation number and opening date must appear on the package exterior

PLEASE NOTE THAT IF TERMS AND CONDITIONS ARE OBJECTED OR QUALIFIED OR OFFEROR INCLUDES

ADDITIONAL TERMS AND CONDITIONS TO BE CONSIDERED, THE OFFER WILL BE DEEMED NON-

RESPONSIVE AND WILL BE ELIMINATED FROM FURTHER CONSIDERATION.

IF YOU QUALIFY YOUR OFFER WITH A STATEMENT SUCH AS, “THIS IS NOT AN OFFER”, THE OFFER WILL BE

DEEMED “NON-RESPONSIVE” AND REMOVED FROM FURTHER CONSIDERATION.

Amendment Number 1

RFP 5400024444

WEB-BASED SICKLE CELL DISEASE REGISTRY

AMENDMENTS TO SOLICITATION (JAN 2004)

(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 (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.

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]

Opening date/Time will Change from: 12/20/2022 @ 2:30 PM ET to 1/3/2023 @ 2:30 PM ET

Award Posting DATE CHANGE from: 1/20/2023 to 2/3/2023

Vendor Questions and Answers

1. QUESTION:

There is a good amount of detail provided about the credentialing requirements (i.e., SCOPE OF WORK, "Security & Privacy" section) -- but we could not immediately identify details about WHO will be accessing the system. For example, will the primary "USERS" be clinicians in doctors' offices, clinicians in hospitals, emergency medical service providers (e.g., in the case of a call for help), Community Paramedicine and/or Community Health Worker organizations, a combination thereof, or someone else?

State’s Response: Primary Users will be State Agency Employees, secondary users will be providers and clinicians

2. QUESTION:

In light of the above question and the requirement to provide information about past and current engagements with public entities in South Carolina ("QUALIFICATIONS -- REQUIRED INFORMATION (MAR 2015)), please indicate how the NATURE of the engagement with South Carolina public firms will relate to the solution evaluation.

State’s Response: Past and current engagement with South Carolina public entities may be utilized to further establish an offeror’s responsibility.

3. QUESTION:

For example, our firm has many years of experience working with emergency medical service and fire agencies in South Carolina -- and sharing such information with hospitals across the State, as well as DHEC's data repositories. Our interoperable specialty care registry work takes place in other states (e.g., Oregon), by virtue of the fact that South Carolina has not -- to know knowledge -- published such a solicitation before. Does the State prefer that its prospective contractor for this registry has provided REGISTRIES per se for the State in the past? Or that it has worked in institutional healthcare settings (e.g., doctors' offices, hospitals), or in an emergency environment? Or does the State simply want to know that the prospective contractor has a positive history of in-state work with public entities (such as county-based ambulance services)?

State’s Response: See Section V. QUALIFICATIONS – REQUIRED INFORMATION (MAR 2015).

4. QUESTION:

Will Small Business Certification in another state (e.g., California) be recognized for this bid?

State’s Response:

Offeror’s must be registered with South Carolina’s Division of Small and Minority Business Contracting and Certification.

5. QUESTION:

Is there a requirement to subcontract with a local firm?

State’s Response:

This solicitation does not require any offeror to subcontract with a local firm.

6. QUESTION:

Is the Registry intended to capture specific data elements, or does the State wish for the vendor to provide such elements based on its past experience (or to work with DHEC to establish the dataset for local deployment)?

State’s Response: The registry will capture specific data elements that will be agreed upon by the contractor and the State.

7. QUESTION:

Does the State prefer that its new Sickle Cell Disease registry to be interoperable with other existing systems -- including (but not limited to) a health information exchange, hospitals' electronic health record systems, a registry of medical complexity (pediatric, adult, or otherwise), a registry tracking patient care over time to address Social Determinants of Health, the state's EMS data repository, an Emergency Department Information Exchange (e.g., for interfacility transport of patients experiencing health distress but need to be moved to an alternate site to receive optimal care)?

State’s Response: The State would prefer the registry be interoperable with other systems, but this is not defined or required in the solicitation.

8. QUESTION:

Please describe the occasion for this Registry -- why Sickle Cell, why now, and what is the context (e.g., focus on inclusion of underrepresented community members) for a specific focus on SCD?

State’s Response: South Carolina State Legislature passed a bill to develop a sickle cell disease voluntary patient registry. Please see link for the South Carolina Bill https://www.scstatehouse.gov/sess124_2021-2022/bills/3166.htm.

9. QUESTION:

Is there a desire to utilize a technical structure that would allow for the inclusion of registry functions related to other illnesses beyond Sickle Cell Disease?

State’s Response: At this point, the State has no plans to create or utilize additional registries for other illnesses.

10. QUESTION:

How do you want the users to login and gain access?

State’s Response: All users should login and gain access through the web-based portal.

11. QUESTION:

If the registry is available to a wide range of academic and community organizations,

a) What data do you want them to be able to access,

b) Can they download the data, and

c) Do they have the ability to upload patient data into the registry?

State’s Response:

a) They will be able to view their patient specific data only.

b) No, only DHEC can download the data.

c) No, they will not have the ability to upload into the registry.

12. QUESTION:

What level of data dashboards/reports are you expecting, or is that a post-award discussion?

State’s Response: This would be a post-award discussion.

https://www.scstatehouse.gov/sess124_2021-2022/bills/3166.htm

13. QUESTION:

Does the State currently use a visualization software, such as Domo or Tableau?

State’s Response: The agency uses Tableau.

14. QUESTION:

Should the data be downloadable or only viewable by a user?

State’s Response: Data should be downloadable by DHEC.

15. QUESTION:

Do you have an example of the data that you want to be able to build reports on?

State’s Response: A few examples are demographics, patient history, clinical diagnosis, and treatment plan. However, an all-inclusive list will be a post-award discussion.

16. QUESTION:

Can you give us a list of those data elements that we need to store, collect, and then visualize in the reports?

State’s Response: This would be discussed during the post-award discussion. Please see question # 15 for an example of some data elements.

17. QUESTION:

Are you asking for the registry to be built into android and iOS applications (apps) or just web-based?

State’s Response: The solution should only be web-based.

18. QUESTION:

3.15 Auto-rejection for records that do not meet a minimum of 80% completion of required data fields. Is that for patients filling out or any data? Again, can we get a sense of the number of data fields?

State’s Response: This is for all data being entered for a record.

19. QUESTION:

Data Sources: We assume that we will need to have an import function bringing data in from hospital record systems, the State’s HIE, insurance carriers, labs, etc.

a) Is that an accurate statement?

b) If so, will that data be identified or de-identified?

c) Is there an exact or estimated number of original (hospital, HIE, etc.) data sources?

State’s Response: This is a voluntary patient registry, and it will be entered by DHEC designated staff. No data will be entered of imported from other systems at this time.

20. QUESTION:

Will the solution hold identifiable patient data?

State’s Response: Yes

21. QUESTION:

User Access

a) How are the researchers added/permissioned/login to the system?

b) How do you want us to handle HIPAA if researchers do have access to identifiable patient data?

c) How many total users are you expecting?

State’s Response:

a) DHEC would approve additional users and each user would be required to have a unique username and password.

b) Any user accessing the system will have to be approved by DHEC and adhere to DHEC’s current HIPAA policies and procedures.

c) The number of users is unknown at this time.

22. QUESTION:

What sort of data exports are you expecting?

State’s Response: Data exports should be available in Excel and PDF forms.

23. QUESTION:

If a patient can add their own data to the registry, is there a verification process to ensure that the data isn’t a duplicate?

What other verification is required?

State’s Response: At this time, the data will be entered by DHEC designated staff. DHEC will verify there are no duplicate entries.

End of Amendment 1