Amendment 3.rtf

RTF text file 247 KB Posted Nov 20, 2025

Attached to: SC DDSN STRATEGIC PLANNING
Solicitation number: 5400022621
Issued by: Richland County, South Carolina

About this file

Written by GovTribe AI · Nov 20, 2025

This Amendment 3 document is a Request for Proposal (RFP) issued by the State of South Carolina, Department of Disabilities and Special Needs (DDSN), soliciting a Strategic Planning Consultant to develop comprehensive strategic plans and related deliverables for the agency. The project requires the consultant to facilitate strategic planning sessions, conduct SWOT analyses, perform infrastructure needs assessments, and develop governance training for DDSN leadership, including the seven-member Commission and Executive Management Team. The information gathering and SWOT analysis phase is anticipated to take no longer than three months, with drafting and finalization potentially extending beyond this timeframe and subject to negotiation. Key deliverables include a Strategic Planning Session guide, draft Strategic Plan, and final Strategic Plan. The pre-proposal conference was initially scheduled for March 24, 2022, and was updated to March 30, 2022, at 2:00 PM ET via Teams Web Meeting. Questions from offerors were due by March 25, 2022, at 2:00 PM ET. The original offer submission deadline of April 28, 2022, was amended to May 12, 2022, at 11:00 AM ET. The award was initially scheduled for June 7, 2022, and was amended to June 17, 2022.

The RFP does not disclose a specific budget or price range for the project, as DDSN declined to make this information available to bidders. Offerors must submit cost proposals using an Excel spreadsheet format with no specific template required. The assessment scope includes DDSN's five Regional Intermediate Care Facilities but excludes contracted providers and local disability boards. The consultant must provide at least three references for similar services provided within the past three years and may propose additional deliverables or alternate bid proposals beyond the core requirements. All offerors are required to submit both original (non-redacted) and redacted versions of their proposals, including technical and pricing components. Offerors must include assumptions, any required licenses or subscription documents, applicable terms and conditions, and specify exceptions to the state's standard contract terms. The state reserves the right to negotiate any contractor-supplied terms, documents, or agreements or to reject them. Proposals should be submitted online at http://www.procurement.sc.gov, with physical copies of the USB drive delivered to SFAA, 1201 Main Street, Suite 600, Columbia, SC 29211.

Text of this file

SAP

file_0.png file_1.wmf

State of South Carolina

Request for Proposal (Amendment 3)

Solicitation:

Amendment Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400022621 04/22/2022

KATHY SANTANDREU

803-896-5304 ksantandreu@mmo.sc.gov SFAA, Div. of Procurement Services, MMO PO Box 101103 Columbia SC 29211

DESCRIPTION: SC Department of Disabilities and Special Needs Strategic Planning Consultant USING GOVERNMENTAL UNIT: SC Department of Disabilities and Special Needs

SUBMIT YOUR OFFER ON-LINE AT THE FOLLOWING URL: http://www.procurement.sc.gov SUBMIT OFFER BY (Opening Date/Time): 04/28/2022 05/12/2022 11:00:00 AM ET (See "Deadline For Submission Of Offer" provision) QUESTIONS MUST BE RECEIVED BY: 03/25/2022 2:00:00 PM ET (See "Questions From Offerors" provision) NUMBER OF COPIES TO BE SUBMITTED: Please see page labeled 1 Initial here if NO redacted copy is necessary __________ See Section II A “Submitting Confidential Information” clause, and Section IV “Submitting Redacted Offers” clause CONFERENCE TYPE: Pre-Proposal DATE & TIME: March 24, 2022 @ 2:00 PM ET Pre-Bid/Proposal Conference Date and Time has been updated to: 03/30/2022 2PM

(As appropriate, see "Conferences - Pre-Bid/Proposal" & "Site Visit" provisions) LOCATION: Teams Web Meeting

AWARD & AMENDMENTS

Award will be posted on 06/07/2022 06/17/2022. 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 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)

AMENDMENTS TO SOLICITATION (JAN 2004) (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.

Changes to dates:

SUBMIT OFFER BY (Opening Date/Time): 05/12/2022 11:00:00 AM ET Award will be posted on 06/17/2022

Vendor Questions with Answers:

Is the RFP meant to suggest that DDSN will plan and articulate the "business, financial, technological and programmatic strategies" for the agency within three (3) months and these will be the foundation on which the strategic plan is built? Or is the expectation for the entire strategic plan to be developed within three (3) months?

It is anticipated that the information gathering process for development of the strategic plan will take no longer than 3 months. It is possible that drafting and finalization of the plan could take some time beyond the three month time frame. That could be included in the proposal and negotiated if the offer is accepted.

To what level of detail is expected for the infrastructure needs assessment?

The infrastructure needs assessment detail should meet what is asked for in the scope of work on page 19, section 3, and second paragraph.

Is the work expected to be primarily performed in person or remote due to any COVID restrictions?

It is expected to be a combination of in person and remote meetings as specified in the solicitation, page 18, section G. There are currently limited COVID-19 restrictions in most areas. This will be revisited as pandemic situations dictate.

How is DDSN defining internal and external related to the survey? Does external mean consumers?

External would include but is not limited to, consumers, contracted providers, taxpayers, agencies which DDSN collaborates. Internal is defined as Commissioners and staff of DDSN.

Could the state please clarify the timeline over the life of the contract with correlated activities, deliverables, and targeted length of time for each phase of the project? i.e., SWOT assessment phase, strategic planning sessions phase, and strategic plan development phase, implementation supports, governance training, etc.

It is anticipated that the governance training will be conducted early in the process, within the 3 month period in which the SWOT analysis and information gathering is taking place.

Will the state please provide at least a list of the background documents that will be made available to the awarded vendor including, but not limited to, those internal working documents and reports mentioned on the Bidders’ conference call such as audits, state and legislative counsel reports, etc.?

Here are the public documents from state and legislative audits:

https://lac.sc.gov/reports/reports-agency-a-k/ddsn-2008 https://lac.sc.gov/reports/reports-agency-a-k/ddsn-2014 https://www.scstatehouse.gov/CommitteeInfo/SenateMedicalAffairsCommittee/OversightReports/DDSN%20Final%20Report%20and%20Summary%20111417.pdf https://www.scstatehouse.gov/CommitteeInfo/HouseLegislativeOversightCommittee/AgencyWebpages/DisabilitiesandSpecialNeeds/Full%20Committee%20Study_DDSN-0001.PDF

Other reports and audit information will be available to the awarded vendor.

Can you provide a list or organizational chart of the targeted internal stakeholders to be included with titles/roles? If not, can you provide a count of organizational sections you will be targeting for internal stakeholder assessment and engagement?

https://ddsn.sc.gov/sites/default/files/Documents/About%20Us/Org%20chart%20-%2011%2018%2021.pdf A detailed, updated org chart will be available to the awarded vendor.

Does the DDSN Commission and DDSN (the agency) have a maximum budget set aside for this project, and, if so, are you able to share it as part of this response?

This will not be made available.

Pages 6-15, II. INSTRUCTIONS TO OFFERORS – A. GENERAL INSTRUCTIONS. In this section, there are numerous subsections that state "By submitting an offer, the offeror certifies (or represents) that….” Please confirm no statements of certification are necessary to be included in the proposal response. By submitting an Offer, the Offeror certifies.

Page 18, CONSULTANT WILL PROVIDE THE FOLLOWING SERVICES. The RFP references a “Strategic Planning Team, comprised of Commission Members and key management staff.” What is the anticipated size of the Strategic Planning Team?

7 Commissioners and the Executive Management Team referenced in answer 7.

Page 19, MANAGEMENT ISSUES TO BE ADDRESSED. Please confirm timeline expectations. The RFP states, “The process will take no longer than three months to complete.” Does that timeline pertain to the strategic planning roadmap only, or does it also include the strategic planning timeline, implementation plan, evaluation methodology and/or training regarding best practices for governance and roles and responsibilities?

Please refer to answers 1 and 5.

Page 19, MANAGEMENT ISSUES TO BE ADDRESSED. The RFP states, “The process will take no longer than three months to complete.” Is there any flexibility around this estimated timeline?

Please refer to answers 1 and 5.

Page 19, MANAGEMENT ISSUES TO BE ADDRESSED. The RFP includes, “a thorough assessment of infrastructure needs including, but not limited to space, technology, human capital, and financial resources.” Please clarify if this assessment is inclusive of the five regional facilities that DDSN operates. Is it inclusive of services delivered by the network of local disability boards?

It includes the 5 Regional ICFs. Does not include contracted providers (DSN Boards and Qualified Private Providers).

Page 19, MANAGEMENT ISSUES TO BE ADDRESSED. The RFP includes “facilitate all working sessions with the Team and other key Board and staff members.” How many working sessions are estimated/anticipated?

Yes. Additional deliverables/milestones that are identified can be submitted as an alternate bid proposal. An offeror alternate bid proposal must be labeled as alternate bid.

Page 20, DELIVERABLES. The RFP references a “Strategic Planning Session guide, draft Strategic Plan and final Strategic Plan.” Please clarify if Bidders may identify additional deliverables/ milestones and if these additional deliverables/milestones can be incorporated into the Bidding Schedule referenced on pages 38–39 of the RFP.

Yes.

Page 22, C. Firm’s Experience and Performance (Past and Current). The RFP states, “Provide at least three (3) references of clients for whom the firm has provided similar services. Give dates and other particulars of the jobs, contact persons with contact information (name, title, email address and phone number).” However, Page 24 (see “Qualifications-Required Information”) states, “Submit…(b) A list of every business for which supplies or services substantially similar to those sought with this solicitation have been provided, at any time during the past three years. Include contact information (contact name, direct phone number and email address).” Please confirm if the applicant must provide the list of “every business…during the past three years and include contact name, direct phone number and email address for these other businesses”

Please refer to amendment #2

Page 27, DISPUTES (JAN 2006): Will the DDSN consider modifying this section so that if the parties are unable to resolve a dispute in a reasonable time, then the dispute shall be resolved only by an independent trier of fact?

The Offeror shall include any and all assumptions, additional license or subscription documents, terms and conditions, ancillary contracts, or open-source agreements relative to their proposal. The Offeror shall also submit the number and nature of exceptions (if any) such Offeror requests to the terms and conditions in Part 7 B. Special Terms and Conditions. The state reserves the right to negotiate the terms and conditions of any such Contractor supplied terms, documents, and agreements or to reject. Any acceptable changes, documents, or agreements shall be documented in the Record of Negotiation.

Page 33, DEFAULT (JAN 2006):

Will the DDSN consider modifying this section so that there is a 30-day cure period?

Will the DDSN agree to remove the obligation for Consultant to contractually provide cover and clarify that the payment of any replacement costs shall be determined through the dispute resolution process in the Agreement?

Will the DDSN agree to modify this section so that all unfinished Work shall be provided on an “As-Is” basis without any warranties of any nature whatsoever and that Consultant shall have no liability from the use of any such unfinished Work?

Page 35, INDEMNIFICATION-THIRD PARTY CLAIMS – GENERAL (NOV 2011):

Will the DDSN consider modifying this section to clarify that the indemnification is limited to bodily injury or damage to tangible property to the extent caused by Consultant’s negligence in performance of the Services?

Will the DDSN consider modifying this section to clarify that Consultant shall have no responsibility for any losses, liabilities or damages to the extent they are attributable to the acts or omissions of an indemnified person or any third party other than Consultant’s subcontractors?

Will the DDSN consider modifying this section to add procedures (e.g., notice) for seeking indemnification from Consultant?

Page 35, OWNERSHIP OF DATA and MATERIALS (JAN 2006):

Will the DDSN consider modifying this section to clarify that only deliverables created or developed by Consultant specifically and exclusively for the DDSN pursuant to the Agreement (collectively, “Work”) shall be considered exclusively owned by the DDSN?

Will the DDSN consider modifying this section to clarify what intellectual property Consultant will own by adding the following provision?

Notwithstanding anything to the contrary in the Agreement, Consultant shall retain all patent, copyright and other intellectual property rights in the methodologies, methods of analysis, ideas, concepts, know-how, models, tools, techniques, skills, knowledge and experience owned or possessed by Consultant before the commencement of, or acquired by Consultant during or after, the performance of the Services (collectively, “Intellectual Property”). To the extent that any of Intellectual Property is embodied in any of the Work, Consultant will grant to the DDSN a non-exclusive, non-transferable, royalty-free license to use the Intellectual Property for its internal use, but solely in connection with and to the extent necessary for use of the Work as contemplated by the Agreement, provided that and so long as the DDSN is not in breach of this Agreement or otherwise misusing the Intellectual Property.

Will the DDSN consider modifying this section to clarify how the Work can be used or disclosed by adding the following provision?

Unless Consultant provides its prior written consent, the DDSN will not use, or disclose to any third party, Consultant’s advice or Work other than as mutually contemplated by the parties when Consultant first was retained to provide such advice or Work or as required by law.

Page 36, PRICING DATA – AUDIT – INSPECTION (JAN 2006): Will the DDSN consider modifying this section to clarify the parameters of an audit based on the following criteria?

Audits shall be limited to during the term of the Agreement and the 18-month period immediately following the termination of the Agreement. Any audit or inspection shall be limited to books and records directly relating to the Services, conducted at the DDSN’s expense, made upon reasonable prior written notice, during normal business hours and shall be subject to the execution of a confidentiality agreement reasonably satisfactory to Consultant.

CONFIDENTIALITY: Will the DDSN consider adding a mutual confidentiality section, to the extent permitted by applicable law, which addresses terms similar to the following?

Confidentiality obligations shall be limited to information not generally known outside of a party’s company that is identified as confidential or proprietary at or prior to disclosure or if not identified would appear to a reasonably prudent person to be non-public, confidential or proprietary in nature. Consultant shall be permitted to retain copies of Confidential Information in accordance with its legal, disaster recovery and records retention requirements, but subject to its confidentiality obligations. Confidentiality obligations shall not apply to information (i) that is publicly available (not as a result of a breach by the receiving party); (ii) already known to the receiving party; (iii) disclosed by a third party with a right to disclose; (iv) independently developed by the receiving party without reference to the other party’s confidential information; or (v) required by law or court order. The receiving party will, unless prohibited by law, give prompt notice to the disclosing party of any disclosure required by law so that the disclosing party may seek a protective order.

LIMITATION OF LIABILITY: Will the DDSN consider adding the inclusion of a limitation of liability substantially similar to the following?

Consultant’s limitation of liability for any and all losses, liabilities or damages arising out of or relating to the provision of Services by Consultant is an amount not to exceed the greater of one times the compensation paid to Consultant for the Services giving rise to such loss and $100,000. In no event shall either party be liable in connection with the Agreement for loss of profits or any indirect, incidental, punitive, special or consequential damages arising in any manner from the Agreement regardless of foreseeability thereof. This provision applies to the fullest extent permitted by applicable law and to all causes of action, including, without limitation, breach of contract, breach of warranty, negligence, strict liability, misrepresentation and other torts.

NO JURY TRIAL: Will the DDSN consider adding a jury trial waiver provision similar to the following?

IN THE EVENT OF A DISPUTE BETWEEN US ARISING OUT OF OR RELATING TO THIS AGREEMENT, EACH PARTY AGREES TO WAIVE AND NOT DEMAND A TRIAL BY JURY.

Please confirm that if the offeror wants to submit redacted copies that they should submit the following files:

2-page proposal submittal form

Non-redacted technical proposal Non-redacted cost proposal Redacted technical proposal Redacted cost proposal If above is not correct, please clarify what files should be electronically submitted. Thank you.

The original solicitation response (including cost/price) and a redacted copy (marked redacted) of the same proposal must be submitted on-line and is the official response.

In addition to your online submission, please submit the following copies of your solicitation response (all items must be labeled as specified below as well as include company name and solicitation number):

A file labeled “original” (non-redacted). This file will include your pricing. (this is one file; everything is to be included in this one document – technical, pricing, appendices, etc. - EVERYTHING)

A file labeled “original without pricing” (non-redacted). This file will be identical to the above EXCEPT you will not include the pricing. (take the above “original” and simply remove/delete/black out pricing. There must be no reference to price in this copy) A file labeled “redacted”. If no redacted copy is needed, please submit a statement that clearly states that “no redacted copy is required” and also initial the appropriate location on the cover page. (or take the above “original” and redact it. Black out sections that are confidential/proprietary. You can redact unit pricing but CANNOT redact total pricing)

All copies must be submitted no later than the “submit offer by” date and time. Mailing or hand delivery address for the USB drive is SFAA 1201 Main Street, Suite 600, Columbia, SC 29201 (make sure to label your box/envelope with the solicitation name, number and Attn: Kathy Santandreu).

For the delivery of the USB Drive, will someone be available to sign for receipt of the package? There should be someone in the front office Monday thru Friday 830AM to 430PM ET, except during SC State Holidays.

Is there a specified template for offerors to submit their cost proposal? While there is no specific template, for ease of understanding, please provide costs on an Excel Spreadsheet.

Please clarify if offerors should propose Section 2, items a. – f. (page 18) to fully occur in year 1 of the bid or if the state anticipates/prefers some of these tasks to occur over multiple years.

Please see answers 1 and 8.

Should offerors submit a fixed price for the base year and separately for each option year?

Please see answer 1.

Has a specific budget range been identified for the first year of this project and/or for the overall project? If yes, is DSSN able to share that information with offerors?

Please see answer 8.

Proposal Content Requirements & Structure:

Please clarify what is expected to be included in the business proposal.

Please clarify what is expected to be included in the technical proposal.

Please indicate the maximum number of pages allowed, including the cover page and Page Two.

Please indicate the maximum number of appendices allowed.

Please confirm whether the summary of insurance policies must be submitted with the proposal.

No page limits have been stablished except for the letter of transmittal which has been limited to 1-2 pages. Offers should be complete and carefully worded and should convey all of the information requested. Offers should be prepared simply and economically, providing a straightforward, concise description of offeror's capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content.

You should submit a summary of all insurance policies you have or plan to acquire to comply with the insurance requirements stated herein, if any, including policy types; coverage types; limits, sub-limits, and deductibles for each policy and coverage type; the carrier's A.M. Best rating; and whether the policy is written on an occurrence or claims-made basis. The state does not expect or require Offerors to purchase insurance needed for this project prior to an award being made. If there is insurance required in the RFP which the Offeror does not have, the Offeror must provide PROOF that they are able to purchase coverage if they are awarded the contract. Certificates of insurance coverage are to be furnished prior to commencement of services under contract.

Scope of Work & Related Topics:

Approximately how many participants are expected to participate in the strategy planning process?

Please see answer 10.

Are the sessions expected to be in person, virtual, or hybrid?

Please see answer 3.

Has your organization embarked on similar journeys in the past? If possible, it would be helpful to gain insight on what worked well and any challenging areas to be aware of.

No.

Could you share price expectations? (general range, or price point for similar projects)

Please see answer 8.

All other terms, condition, bidding instruction, and specifications remain unchanged. If there are any question 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” in the original Request for Proposal (RFP).

Other files

File	Type	Posted
Amendment 1.rtf	RTF text file	Nov 20, 2025
Award Posting Extension 2.doc	DOC document	Nov 20, 2025
Amendment 4.rtf	RTF text file	Nov 20, 2025
Award Posting Extension.doc	DOC document	Nov 20, 2025
Amendment 2.rtf	RTF text file	Nov 20, 2025
Solicitation.rtf	RTF text file	Nov 20, 2025

On GovTribe

Work with this file

Download the original file
Contacts named in this file
Similar government files
Ask GovTribe AI about this file

Try for free Login

File details come from the government source that posted it. Updated Nov 20, 2025.