State of South Carolina Request for Proposal

Amendment #5 (Only items in the questions and answers or highlighted are subject to additional questions.)

Solicitation:

Date Issued:

Procurement Officer: Phone:

E-Mail Address: Mailing Address:

5400023932 05/03/2023

ASHLEY KENNEDY-SHELL, CPPB

803-737-9931 akshell@mmo.sc.gov SFAA, Div. of Procurement Services 1201 Main Street, Suite 600 Columbia SC 29201

DESCRIPTION: Central Issuance of Credentials

USING GOVERNMENTAL UNIT: South Carolina Department of Motor Vehicles SUBMIT YOUR OFFER ON-LINE AT THE FOLLOWING URL: http://www.procurement.sc.gov SUBMIT OFFER BY (Opening Date/Time): 04/17/2023 06/15/2023 11:00 AM (See "Deadline For Submission Of Offer" provision) QUESTIONS MUST BE RECEIVED BY: 02/16/2023 5:00 PM 05/01/2023 08:00 AM (See "Questions From Offerors" provision) NUMBER OF COPIES TO BE SUBMITTED: One (1) Online submission and One (1) Redacted Copy submitted Online One (1) Online Submission; One (1) Technical, One (1) Business Proposal, One (1) Redacted Technical & Business Proposal (See “Submitting Redacted Offers” provision Section IV and “Submitting Confidential Information” Section II.A.)

Initial here if NO redacted copy is necessary___________ CONFERENCE TYPE: Non- Mandatory Pre-Proposal Conference & Site Visit DATE and TIME: 02/15/2023 at 9:00 am (As appropriate, see "Conferences - Pre-Bid/Proposal" and "Site Visit" provisions) LOCATION: 10311 Wilson Blvd. Blythewood, SC 29016

AWARD and

AMENDMENTS

Award will be posted on 05/15/2023 08/01/2023. 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 one hundred and twenty (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) Page 1

SAP

SAP

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

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): 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 . ALL THE PREFERENCES MUST BE CLAIMED AND ARE APPLIED BY LINE ITEM, REGARDLESS OF WHETHER AWARD IS MADE BY ITEM OR LOT. VENDORS ARE CAUTIONED TO CAREFULLY REVIEW THE STATUTE BEFORE CLAIMING ANY PREFERENCES. THE REQUIREMENTS TO QUALIFY HAVE CHANGED. IF YOU REQUEST A PREFERENCE, YOU ARE CERTIFYING THAT YOUR OFFER QUALIFIES FOR THE PREFERENCE YOU'VE CLAIMED. IMPROPERLY REQUESTING A PREFERENCE CAN HAVE SERIOUS CONSEQUENCES. [11-35-1524(E)(4)&(6)]PREFERENCES DO NOT APPLY PER SOUTH CAROLINA PROCUREMENT CODE SECTION [§11-35-1524(E)(5)(b)]

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 PER SOUTH CAROLINA PROCUREMENT CODE SECTION [§11-35-1524(E)(5)(b)]

____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 (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. [02-2A005-1]

Change to the solicitation are as follows:

1. Section VII. TERMS AND CONDITIONS – B. SPECIAL, PRICE ADJUSTMENT – LIMITED – AFTER INITIAL TERM ONLY (MODIFIED) clause is modified as follows:

PRICE ADJUSTMENT - LIMITED -- AFTER INITIAL TERM ONLY (MODIFIED)

Upon approval of the Procurement Officer, prices may be adjusted for any renewal term. Prices shall not be increased during the initial term. Any request for a price increase must be received by the Procurement Officer at least ninety (90) days prior to the expiration of the applicable term and must be accompanied by sufficient documentation to justify the increase. If approved, a price increase becomes effective starting with the term beginning after approval. A price increase must be executed as a change order. Contractor may terminate this contract at the end of the then current term if a price increase request is denied. Notice of termination pursuant to this paragraph must be received by the Procurement Officer no later than fifteen (15) days after the Procurement Officer sends contractor notice rejecting the requested price increase.

Upon approval of the Procurement Officer, prices may be adjusted on an annual basis during the initial contract term or renewal contract terms for (1) postage for shipping (driver’s licenses) only in response to USPS price increases released by the Postal Regulatory Commission. Contractor shall submit with their request supporting documentation to substantiate this request. Price increases or decreases become effective only when approved in writing by executing a change order. Prices shall not be increased during the first year of the contract. Any request for a price increase must be received by the Procurement Officer at least ninety (90) days prior to when the increase will take effect. the anniversary date of the contract.

QUESTIONS FROM OFFERORS - AMENDMENT (MODIFIED)

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:

Responses to Written Questions Received:

SAP

1. Question – Question 2 - III. Scope of Work/Specifications, Section 2.B.4 DL/ID Card Production Page 19 and 3.F Card Production and Manufacturing Facility - Page 25:

Will the State provide hosting of the bidder’s server equipment for the proposed solution at a State provided data center and backup facility?

Response: SCDMV may consider this option. Please provide specific details in your proposal of the proposed hardware and applications, their purpose, and how the Contractor would provide the necessary support. Include this information in Section IV 4.2 of your proposal.

Follow up question: Will the State cover the costs for the proposed hardware and applications? Or does the selected vendor have to procure IT hardware and applications?

Response: SCDMV may consider covering the cost for the proposed hardware and applications. Contractors interested in SCDMV covering the cost for the proposed hardware and applications must submit in their price proposal: 1) the option for the SCDMV covering these costs; and 2) the option for the Contractor covering these costs.

2. Question - Question 91 – Section 2.B.1.C.1/ Pg. 18“Utilize SCDMV provided desktop systems”. Can SCDMV provide the hardware specifications of the desktop systems and mobile systems and the version of the operating system? Is the State responsible for patching and security updates to the desktop and mobile systems?

Response: SCDMV currently operates under the latest MS build of Windows 10. SCDMV will be migrating to Windows 11 as the EOF of Windows 10 approaches. We currently utilize Citizen CT-S2000 printers at our Greeter and Kiosk stations. We have a mixed environment of laptops and desktops in our environment. All field office computers are desktops with the exception of managers being assigned laptops. The desktops are Dell SFF 5070, 5080, 5090 and our newest model Dell 5000. Specifications are consistent with 256-512 SSD, 8-16GB of RAM, Intel integrated graphics and I7 Core processors. Our primary browser is MS Edge with installations of Google Chrome applicable where there is a business need.

Follow up question: Can the State please answer the second part of the question - Is the State responsible for patching and security updates to the desktop and mobile systems?

Response: Yes, SCDMV is responsible for patching and security updates to the desktop and mobile systems.

3. Question – Question 111 – RFP / General Question: What is the maximum size allowed per document to upload at the portal?

Response: All records must be less than 75 kilobytes including photo, signature and demographics.

Follow up question: What is the maximum RFP response file size allowed in the SCEIS portal?

Response: SCEIS limits uploaded files to 10mb each with a 30-character title.

4. Question - Question 112 -- Can you please clarify if SCDMV will still be distributing a set of 20 mock cards to the vendors and when we can expect to receive them?

Response: Refer to revised language in Section II. II. INSTRUCTIONS TO OFFERORS -- B. SPECIAL INSTRUCTIONS, clause CONFERENCE - PRE-BID/PROPOSAL (MODIFIED). Sample records are in Appendix B in SCEIS. These records shall be used in preparation for the sample cards.

May vendors use facial portraits and signatures of their choice in the physical sample cards as the images files were not supplied in the sample records in appendix B.

Response: No. Images and signatures to be used in samples are provided in Appendix C.

5. Question - RFP Page: 20 RFP Section: Section III SOW RFP Paragraph: 3.B.5.V

(Also regarding answer to question #28) In section 3.B.5.V, SCDMV highlighted the "original" text and added new text. Did SCDMV actually intend to strikeout the original text and highlight the "new" text added?

Response: Yes, the original text was intended to be struck through and replaced with text provided in the amendment.

6. Question – RFP Page: 28 RFP Section: Project Plans- Design, Development, Testing, Training, Implementation RFP Paragraph: 4.2.1 SCDMV previously answered the SCDMV follows state holidays and therefore SLA of production would not count on state holidays. Will SCDMV confirm no training will be requested on either state holidays and also including weekends?

Response: SCDMV confirms no training will occur on State Holidays or weekends

7. Question - RFP Page: N/A RFP Section: N/A RFP Paragraph: N/A (Regarding answer to question #111) "What is the maximum size allowed per document to upload at the portal?"

SCDMV response was: "All records must be less than 75 kilobytes including photo, signature and demographics."

We interpreted the vendor's question as uploading RFP response documents into the SCDMV procurement portal for SCDMV evaluation. However, your answer seems to refer to customer records either stored on the server or transferred to CIPS.

Will SCDMV confirm the maximum size of file documents that can successfully be transferred to the SC Procurement Portal?

Response: SCEIS limits uploaded files to 10mb each with a 30-character title.

8. Question – RFP Page: N/A RFP Section: N/A RFP Paragraph: N/A (Regarding answer to question #112) During the Pre-Proposal Conference, on the discussion about sample cards and mock data, we understood SCDMV would provide digital photos/signatures along with demographic data, rather than just images of sample cards.

Will SCDMV please provide photo and signature images (i.e. JPG or TIF) as separate data elements and let the vendors know for which sample card these photos and signatures should be used?

Response: Refer to Appendix C.

9. Question - RFP Page: N/A RFP Section: N/A RFP Paragraph: N/A Question: (Regarding answer to question #61) Regarding the Branch Office Process

1. Branch services enter data (Phoenix)

2. Current vendor routine creates DLC (Driver License Composite) file on the document server which includes demographic data, photo, and signature

3. Batch program provides current vendor with the DLC file data

4. Current vendor consumes/process DLC data

5. End User logs into current vendor's platform to review information

Question: Since the current vendor creates the DLC on the document server, why are steps 3 and 4 (which retrieves the DLC and then is processed again by the vendor) needed?

Regarding the WEB Process

1. Web Customer enters data

2. Current vendor routine captures data and stores the information on the Document server

3. Current vendor’s batch extract program creates Central Issuance Extract

4. Current vendor consumes/process extract data

5. Current vendor mails the product to the customer

6. Current vendor sends the import file back to DMV (Audit trail file)

Response: The creation of the DLC does not automatically trigger the print event. DMV staff review a queue of pending credentials. Once the data is validated, the credential details are sent to the printer.

10. Question- Are vendors supplying the web portal? If not, will SCDMV please elaborate what utilities or methods of acquisition are available to extract the data from the SCDMV website?

Response: SCDMV will consider hosting the portal. If the SCDMV hosts the portal, the vendor will need to provide the status during each gate of the credential production (the different stages of the production process and when the credential is mailed) to the SCDMV through a RESTFUL API that the DMV system could call to obtain the current status of the request. There would be no need for the vendor to extract data from the SCDMV website since the information displayed would be provided by the contractor system.

11. Question – The SCDMV has prepared Appendix B in SCEIS of Sample records. The RFP instructs bidders that these records are to be used to produce two (2) card sample batches of each of the 20 records and accompanied by a sheet of personalization specifications.

The photos and signatures provided in the sample cards are inadequate in quality to scan and use for personalization of image and signature on polycarbonate laser engraved cards.

Can the DMV :

Supply the actual source image files for each of the photos (JPG) and signatures (TIF) for each record; or Confirm that bidder’s can submit sample cards using their own images and data sets which are representative.

Response: Refer to Appendix C.

12. Question - P. 54 VII. TERMS AND CONDITIONS -- B. SPECIAL

PRICE ADJUSTMENT - LIMITED -- AFTER INITIAL TERM ONLY

“Upon approval of the Procurement Officer, prices may be adjusted on an annual basis during the initial contract term or renewal contract terms for (1) postage for shipping (driver’s licenses) only. Contractor shall submit with their request supporting documentation to substantiate this request. Price increases or decreases become effective only when approved in writing by executing a change order. Prices shall not be increased during the first year of the contract. Any request for a price increase must be received by the Procurement Officer at least ninety (90) days prior to the anniversary date of the contract.”

The RFP provides for postage for shipping driver’s licenses to be reimbursable by the State at the actual cost to the Contractor. The postage cost is therefore determined by USPS, without any input by the Contractor. In addition, postal increases are provided by USPS from time-to-time, with little or no advance knowledge being given to the Contractor. The clause above references price adjustments for postage for shipping to be requested on an annual basis on at least ninety (90) days’ notice. The Contractor asks for confirmation that the last three sentences of the clause are not applicable to pass through postage costs that are reimbursable by the State. In other jurisdictions, postage cost changes are typically applied on the date the increase in postage takes effect per notification received by USPS.

Response: Refer to the revised clause above, PRICE ADJUSTMENT – LIMITED – AFTER INITIAL TERM ONLY (MODIFIED) .

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