Amendment 2.doc

SAP

State of South Carolina Request for Proposal Amendment #2 Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400026508 2/27/2024 Stephen L. Pullie CPM CPPB 803-734-9357 stephen.pullie@ppp.sc.gov SC Dept of Probation, Parole and Pardon 293 Greystone Blvd, Purchasing Dept.

COLUMBIA 29210

DESCRIPTION: Intranet Design Services Upgrades

USING GOVERNMENTAL UNIT: SC Probation, Parole, and Pardon Service

The Term "Offer" Means Your "Bid" or "Proposal". Your offer must be submitted in a sealed package. Solicitation Number & Opening Date must appear on package exterior. See "Submitting Your Paper Offer or Modification" provision.

SUBMIT YOUR OFFER TO EITHER OF THE FOLLOWING ADDRESSES:

SUBMIT OFFER BY (Opening Date/Time): 03/06/2024 3:00 PM (See "Deadline For Submission Of Offer" provision)

QUESTIONS MUST BE RECEIVED BY: NA (See "Questions From Offerors" provision)

NUMBER OF COPIES TO BE SUBMITTED: 1

CONFERENCE TYPE: Not Applicable

DATE & TIME:

(As appropriate, see "Conferences - Pre-Bid/Proposal" & "Site Visit" provisions) LOCATION: Not Applicable

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 thirty (30) 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 - PAPER ONLY (MAR. 2015)

SAP

Amendment #2

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] Answers to bidder questions to follow below:

1. For the additional features like gamification and contests, are there specific tools or platforms you prefer vendors use within SharePoint? Or is the agency open to proposals leveraging various SharePoint frameworks, add-ins, and third-party integration? The agency is open to contractor’s proposals as long as they work within the agency’s Microsoft 365 G5 environment.

2. Can you elaborate on the technical requirements for implementing gamification features, such as leaderboards and custom interactive games, within the SharePoint platform? The agency is open to leveraging available Microsoft 365 G5 built-in capabilities such as SharePoint frameworks and add-ins. The choice to use third-party integrations would need to be further assessed based on cost, information security and compliance requirements. As such, documentation and training materials for end users and administrators to understand how to interact with gamification features within SharePoint are also expected. This may include user guides, tutorials, and/or onboarding sessions to ensure smooth adoption.

3. Are there any specific APIs or integrations that need to be considered for incorporating wellness-related data or activities into the gamification features? No

4. What level of customization is expected for the gamification elements, and are there any specific design guidelines or preferences? As long as appropriate documentation and training materials are provided, the level of customization is up to the contractor. As far as design guidelines or preferences, it's essential to be consistent with the existing Health and Wellness site and reflect the principles of user-centered design, including ensuring the gamification elements are intuitive and easy to understand, avoiding unnecessary complexity or confusion for users, maintaining consistency in design elements, terminology, and interactions throughout the gamified experience to provide a cohesive and seamless user experience.

5. What are your expectations regarding the tracking of user engagement, the measurement of gamification features, and your preferences for visualizing the collected data? We are open to the contractor's recommendations but generally we are looking for: Ability to have contests among county offices and agency sections with results tracking; All employees should be able to see the leaderboard and other relevant data that isn’t private regarding the gamification. The intent of gamification is to increase and maintain employee usage of the site. We are also looking for reports and/or dashboards (possibly in Power BI) to visualize key gamification metrics such as user activity trends, leaderboard standings, badge achievements, and completion rates of gamified tasks.

6. Can you clarify the specific roles and permissions needed for site content editors vs. viewers? Site content editors have the responsibility to create, edit, and manage content within a SharePoint site. They are typically responsible for maintaining the quality and relevance of content, updating documents, and managing lists or libraries.: Site viewers have limited permissions and primarily focus on consuming content within a SharePoint site. They can access and view documents, lists, and pages but typically do not have the ability to edit or modify content except for the Comments section.

7. Are there specific security, compliance, or accessibility standards that must be met? Must be ADA and CGIS compliant

8. Can you provide statistics on expected site traffic and number of users? Users are only employees and we have around 740 employees currently but can have up to about 834+ employees.

9. Will the site integrate with any other internal systems for things like user profiles, statistics tracking, etc? Yes, Active Directory.

10. Who are the key stakeholders we will be working with and what are their roles? Paul Angus and Jalesa McKelvey – Project Coordinator; Marsha Lester – CIO; Arnise Moultrie – Director of Grants Administration.

11. What are the expectations for ongoing support, maintenance, and future development after the initial launch? Ongoing support and maintenance will be performed by internal resources. Future development may use outside resources.

12. Is it required by the agency for the vendor to execute all tasks on-site, or is remote work permissible for completing the tasks? Restricted remote access is acceptable.

13. “Will you provide the state with most recent and future versions of the applicable compliance certificate / audit report?” Is it mandatory that the vendor need to submit the compliance certificate/ audit report along with the proposal document? No but may be required prior to award.

14. “One Company Profile submitted through SCEIS.

One REDACTED Company Profile submitted through SCEIS.

One Technical Proposal submitted through SCEIS.

One REDACTED Technical Proposal submitted through SCEIS.

One Cost Proposal submitted through SCEIS. (Cost Proposal may not be redacted)” Do you expect the proposal response should be in 5 separate documents? The Technical Response includes the Company Profile and Technical. You also may provide a redacted copy of these documents. The Business/Cost proposal is a separate document.

15. Is there a process outlined for reporting and addressing any defects or issues during the warranty period? This would be handled between the agency and contractor project managers.

16. Are there any specific requirements or expectations regarding the duration and terms of the warranty maintenance and support? One-year warranty on the product and reasonable technical support of defects.

17. Could you please clarify the expected renewal timeframe for the contract? Is it after six months, or is there a different period specified? This contract ends on 9/30/24.

18. Could you please clarify whether the ongoing maintenance plan for the developed SharePoint site will be addressed within the current solicitation, or if a separate solicitation will be issued to determine the arrangements for ongoing maintenance? Ongoing maintenance will be performed by internal resources. Documentation and training materials for end users and administrators is part of the deliverables.

19. Considering the limited timeframe between submissions and the release of answers, would you be open to extending the submission deadline? This has been extended to March 6, 2024 at 3 PM.

20. My question is, would your organization be open to an out of the box intranet product that is built on top of SharePoint Online? No due to the investment made in Phase one of this project.

21. I apologize but I think I missed the part where I believe you said the proposal had to be hard copy and mailed The submission may be uploaded in the State’s SCEIS Vendor portal or a hard copy Technical and Business/Cost Proposal may be express mailed to the Buyer’s attention prior to the closing date and time: SCDPPPS Purchasing, 293 Greystone Blvd., Columbia, SC 29210.

22. Can you confirm this project can be done remotely (in the US)? Confirmed.

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