Amendment No. One.pdf

SAP

State of South Carolina

Invitation For Bid

Amendment No. One

Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

5400027989 4/4/2025

WHITNEY CARSWELL

(803) 898-3472 CARSWEWP@dph.sc.gov

DESCRIPTION: Fully Hosted Cloud-Based Database for Management of SDS (Safety Data Sheets) USING GOVERNMENTAL UNIT: SC Department of Public Health

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

(See Page 3 for instructions) SUBMIT OFFER BY (Opening Date/Time): 4/22/2025 2:30 PM ET (See "Deadline For Submission Of Offer" provision) QUESTIONS MUST BE RECEIVED BY: 3/25/2025 5:00 PM ET DEADLINE HAS PASSED (See "Questions From Offerors" provision) NUMBER OF COPIES TO BE SUBMITTED: Online Submission Preferred. One (1) copy if submitting paper bid.

CONFERENCE TYPE: Not Applicable

DATE & TIME:

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

LOCATION: Not Applicable

AWARD &

AMENDMENTS

Award will be posted on 4/29/2025. 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 sixty (60) 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:CARSWEWP@dph.sc.gov http://www.procurement.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 . 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 - 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)).

____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

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

NOTICE

• To submit bids vendors should use either Google Chrome or Microsoft Edge, which are compatible with SAP. Other browsers may not function properly and may prohibit bid submissions.

• Only offers with a status of “submitted” will be accepted by the State. (See Online Bidding Instructions clause in Section II.B.)

• 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

NUMBER OF COPIES – HARD COPY SUBMISSION

If submitting a hard copy in lieu of an online bid, the Offeror must submit the following:

1. One (1) original (hard copy) marked “ORIGINAL”

2. One (1) redacted hard copy (marked “Redacted”), if applicable. (See Section IV – “Submitting Redacted Offers”.)

For hard copies that are hand-delivered, the entirety of the submittal must be received by no later than the date and time specified on the cover page of the solicitation at the following address (which also serves as the site for all public bid openings):

SC Department of Public Health Division of Procurement Services – Whitney Carswell Solicitation #: 5400027989 301 Gervais Street – Columbia Mills Building – 4th Floor Columbia, SC 29201

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

Hard copies -- Mailing Address DPH – Division of Procurement Services – Whitney Carswell Solicitation #: 5400027989 2100 Bull Street Columbia, SC 29201

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.

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

Amendment No. One

INVITATION FOR BID NO. 5400027989

Description: Fully Hosted Cloud-Based Database for Management of SDS (Safety Data Sheets)

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]

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

PROVISON. STRICKEN TEXT IS DELETED. [02-2A097-1]

CHANGES TO ORIGINAL SOLICITATION:

SUBMIT OFFER BY (Opening Date/Time):

Change From 4/10/2025 To 4/22/2025 - 02:30 PM ET

Award Date changed From 4/17/2025 To 4/29/2025.

VII. TERMS AND CONDITIONS -- B. SPECIAL CHANGES

Change from:

CONTRACTOR’S LIABILITY INSURANCE – INFORMATION SECURITY AND PRIVACY (FEB 2015)

(a) Without limiting any other obligations or liabilities of Contractor, Contractor shall procure from a company or companies lawfully authorized to do business in South Carolina and with a current A.M. Best rating of no less than A: VII, and maintain for the duration of the contract, a policy or policies of insurance against claims which may arise from or in connection with the performance of the work and the results of that work by the contractor, his agents, representatives, employees, subcontractors or any other entity for which the contractor is legally responsible. (b) Coverage must include claims for: (i) information security risks, including without limitation, failure to prevent unauthorized access to, tampering with or unauthorized use of a computer system; introduction of malicious codes, computer viruses, worms, logic bombs, etc., into data or systems; or theft, damage, unauthorized disclosure, destruction, or corruption of information in whatever form; (ii) privacy risks, including (A) failure to properly handle, manage, store, destroy, or otherwise control non-public personally identifiable information in any format; (B) loss or disclosure of confidential information; and (C) any form of invasion, infringement or interference with rights of privacy, including breach of security/privacy laws or regulations; (iii) contractual liability for the contractor’s obligations described in the clauses titled “Indemnification - Third Party Claims – Disclosure Of Information” and “Information Use And Disclosure;” and (iv) errors, omissions, or negligent acts in the performance, by the contractor or by any entity for which the contractor is legally responsible, of professional services included in the work. (c) If the work includes content for internet web sites or any publications or media advertisements, coverage must also include claims for actual or alleged infringement of intellectual property rights, invasion of privacy, as well as advertising, media and content offenses. (d) If the work includes software, coverage must also include claims for intellectual property infringement arising out of software and/or content (with the exception of patent infringement and misappropriation of trade secrets) (e) Coverage shall have limits no less than five million ($5,000,000.00) dollars per occurrence and ten million ($10,000,000.00) dollars aggregate. (f) If the insurance required by this clause is procured on a form affording “claimsmade” coverage, then (i) all limits stated above as “per occurrence” shall be understood to mean “per claim” or “per occurrence,” as is consistent with the terms of the “claims-made” policy; and (ii) such claims-made insurance shall provide for a retroactive date no later than the date the contract is awarded. (g) All terms of this clause shall survive termination of the contract and shall continue until thirty (30) days past the final completion of the work, including the performance of any warranty work. In addition, contractor shall maintain in force and effect any “claimsmade” coverage for a minimum of two (2) years after final completion of all work or services to be provided hereunder. Contractor shall purchase an extended reporting period, or “tail coverage,” if necessary to comply with the latter requirement. (h) Every applicable Using Governmental Unit, and the officers, officials, employees and volunteers of any of them, must be covered as additional insureds on the policy or policies of insurance required by this clause. (i) For any claims related to this contract, the insurance coverage required by this clause shall be primary insurance as respects the State, every applicable Using Governmental Unit, and the officers, officials, employees and volunteers of any of them. Any insurance or self-insurance maintained by the State, every applicable Using Governmental Unit, or the officers, officials, employees and volunteers of any of them, shall be excess of the Contractor’s insurance and shall not contribute with it. (j) Prior to commencement of the work, the Contractor shall furnish the State with original certificates of insurance for every applicable policy effecting the coverage required by this clause. All certificates are to be received and approved by the Procurement Officer before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. The State reserves the right to require complete, certified copies of all required insurance policies, including policy declarations and any endorsements required by this section, at any time. (k) Should any of the above described policies be cancelled before the expiration date thereof, notice will be delivered in accordance with the policy provisions. In addition, the Contractor shall notify the State immediately upon receiving any information that any of the coverages required by this clause are or will be changed, cancelled, or replaced. (l) Contractor hereby grants to the State and every applicable Using Governmental Unit a waiver of any right to subrogation which any insurer of said Contractor may acquire against the State or applicable Using Governmental Unit by virtue of the payment of any loss under such insurance as is required by this clause. Contractor agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not the State or Using Governmental Unit has received a waiver of subrogation endorsement from the insurer. (m) Any deductibles or self-insured retentions must be declared to and approved by the State. The State may require the Contractor to purchase coverage with a lower deductible or retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. [07- 7B058-1]

Change to:

CONTRACTOR’S LIABILITY INSURANCE – INFORMATION SECURITY AND PRIVACY (FEB 2015)

(a) Without limiting any other obligations or liabilities of Contractor, Contractor shall procure from a company or companies lawfully authorized to do business in South Carolina and with a current A.M. Best rating of no less than A: VII, and maintain for the duration of the contract, a policy or policies of insurance against claims which may arise from or in connection with the performance of the work and the results of that work by the contractor, his agents, representatives, employees, subcontractors or any other entity for which the contractor is legally responsible. (b) Coverage must include claims for: (i) information security risks, including without limitation, failure to prevent unauthorized access to, tampering with or unauthorized use of a computer system; introduction of malicious codes, computer viruses, worms, logic bombs, etc., into data or systems; or theft, damage, unauthorized disclosure, destruction, or corruption of information in whatever form; (ii) privacy risks, including (A) failure to properly handle, manage, store, destroy, or otherwise control non-public personally identifiable information in any format; (B) loss or disclosure of confidential information; and (C) any form of invasion, infringement or interference with rights of privacy, including breach of security/privacy laws or regulations; (iii) contractual liability for the contractor’s obligations described in the clauses titled “Indemnification - Third Party Claims – Disclosure Of Information” and “Information Use And Disclosure;” and (iv) errors, omissions, or negligent acts in the performance, by the contractor or by any entity for which the contractor is legally responsible, of professional services included in the work. (c) If the work includes content for internet web sites or any publications or media advertisements, coverage must also include claims for actual or alleged infringement of intellectual property rights, invasion of privacy, as well as advertising, media and content offenses. (d) If the work includes software, coverage must also include claims for intellectual property infringement arising out of software and/or content (with the exception of patent infringement and misappropriation of trade secrets) (e) Coverage shall have limits no less than two million ($2,000,000.00) dollars per occurrence and five million ($5,000,000.00) dollars aggregate. (f) If the insurance required by this clause is procured on a form affording “claimsmade” coverage, then (i) all limits stated above as “per occurrence” shall be understood to mean “per claim” or “per occurrence,” as is consistent with the terms of the “claims-made” policy; and (ii) such claims-made insurance shall provide for a retroactive date no later than the date the contract is awarded. (g) All terms of this clause shall survive termination of the contract and shall continue until thirty (30) days past the final completion of the work, including the performance of any warranty work. In addition, contractor shall maintain in force and effect any “claimsmade” coverage for a minimum of two (2) years after final completion of all work or services to be provided hereunder. Contractor shall purchase an extended reporting period, or “tail coverage,” if necessary to comply with the latter requirement. (h)

Every applicable Using Governmental Unit, and the officers, officials, employees and volunteers of any of them, must be covered as additional insureds on the policy or policies of insurance required by this clause. (i) For any claims related to this contract, the insurance coverage required by this clause shall be primary insurance as respects the State, every applicable Using Governmental Unit, and the officers, officials, employees and volunteers of any of them. Any insurance or self-insurance maintained by the State, every applicable Using Governmental Unit, or the officers, officials, employees and volunteers of any of them, shall be excess of the Contractor’s insurance and shall not contribute with it. (j) Prior to commencement of the work, the Contractor shall furnish the State with original certificates of insurance for every applicable policy effecting the coverage required by this clause. All certificates are to be received and approved by the Procurement Officer before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. The State reserves the right to require complete, certified copies of all required insurance policies, including policy declarations and any endorsements required by this section, at any time. (k) Should any of the above described policies be cancelled before the expiration date thereof, notice will be delivered in accordance with the policy provisions. In addition, the Contractor shall notify the State immediately upon receiving any information that any of the coverages required by this clause are or will be changed, cancelled, or replaced. (l) Contractor hereby grants to the State and every applicable Using Governmental Unit a waiver of any right to subrogation which any insurer of said Contractor may acquire against the State or applicable Using Governmental Unit by virtue of the payment of any loss under such insurance as is required by this clause. Contractor agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not the State or Using Governmental Unit has received a waiver of subrogation endorsement from the insurer. (m) Any deductibles or self-insured retentions must be declared to and approved by the State. The State may require the Contractor to purchase coverage with a lower deductible or retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. [07- 7B058-1]

SECTION III. SCOPE OF WORK/SPECIFICATIONS CHANGES

Change from:

3.5. USER MANAGEMENT:

3.5.1. Must have the ability for one hundred (100) users to access the system simultaneously

3.5.1.1. Users must be able to search by name or indexed items

3.5.1.2. Users must be able to filter searches by organizational structure.

3.5.1.3. Users must be able to view, print, or export indexed data for selected entries

3.5.1.4. Users must be able to request the addition of a new SDS with notification for approval automatically sent to administrators.

3.5.2. Administrators

3.5.2.1. Must allow for two (2) administrator accounts, to be identified after award

3.5.2.2. Administrator accounts must require username and password.

3.5.2.3. Security:

3.5.2.3.1. User Authentication and Access Control

• Internal users will be authenticated using DPH’s Active Directory via LDAPS, ADFS, or another DPH-approved solution.

• External users must have unique user ID/username and password, with exchanges and validations encrypted using a minimum of AES-256 encryption in transit.

• Users will be automatically logged off after 15 minutes of inactivity.

3.5.2.3.2. Password Management

• Minimum password length of 8 characters.

• Must include one uppercase letter, one lowercase letter, one numeral, and one special character.

• Dictionary words or user name cannot be part of the password.

• Passwords must expire every 180 days.

• Passwords cannot be reused for a minimum of 10 password change cycles.

• Self-service password reset must be provided.

• User accounts will be locked after 5 unsuccessful login attempts.

• Passwords must be stored using AES-256 encryption or industry-standard hashing algorithms.

• Users will receive email notifications prior to password expiration.

• Email validation and confirmation required for new external user registrations.

3.5.2.3.3. System Security Requirements

• All network traffic (e.g., database-server communication, web-server interactions) must be encrypted with AES-256 encryption.

• Database, backups, and replication instances must be encrypted using AES-256 encryption.

• All system components must reside in the contiguous United States, with no data replication, transmission, or backup outside the U.S.

• Audit logs must be maintained for at least six (6) years, including logon events, queries, records accessed, modifications, and failed attempts.

• Encryption technologies must align with industry standards; proprietary encryption methods are not permitted.

• All client access must be through HTTPS; HTTP access is strictly prohibited.

• The system and hosting facility must comply with Federal, South Carolina

State, and DHEC security regulations.

• Compliance with regulations from federal agencies such as the EPA, USDA, FDA, and CDC is mandatory.

3.5.2.3.4. Data Access and Third-Party Disclosure

• All data received from or stored for DPH is confidential and proprietary.

• Contractors must not access, view, or manipulate data except for troubleshooting with explicit authorization from DPH.

• Access must be restricted to a need-to-know basis with appropriate confidentiality agreements in place.

• No data may be copied, stored, or replicated without written approval from

DPH.

• The contractor must ensure data is not disclosed except as explicitly permitted by the contract.

3.5.2.3.5. Incident Response and Breach Notification

• Unauthorized access or data breaches must be reported to DPH within 24 hours of discovery.

• Investigations must commence immediately, and an incident report must be submitted within three (3) business days.

• If a breach is confirmed, affected individuals must be notified within 30 days, unless law enforcement determines notification would impede an investigation.

• DPH reserves the right to suspend system access pending investigation and corrective actions.

• Contractors will be held responsible for any security breaches resulting from their handling of DPH data.

3.5.2.3.6. Data Retention and Exit Strategy

• All DPH data must be returned within 30 days of contract termination at no additional cost.

• Data must be delivered in a mutually agreed-upon, non-proprietary format that allows DPH to reconstruct data sets.

• The contractor must permanently destroy all DPH data within 30 days after transfer and provide written certification of destruction.

• Any data involved in ongoing litigation, audits, or investigations must be retained until the matter is resolved.

3.5.2.3.7. Change Management

• Planned service outages must be communicated to DPH at least 15 business days in advance.

• Unplanned outages must be reported within 60 minutes of occurrence, with updates every 60 minutes until resolved.

• Changes to existing system functionality must be communicated in advance to allow for impact analysis and testing.

These security provisions ensure compliance with The Department of Public Health (DPH), South Carolina State, and federal regulations, safeguarding the integrity and confidentiality of the system and its data.

3.5.2.4. Must allow administrators to add or request new SDS to be added to DPH inventory/library

3.5.2.5. Requests for changes to DPH inventory/library must be made within 3 working days of request.

3.5.2.6. Must allow administrators to receive notification of pending SDS additions and approve or deny the request.

3.5.2.7. Must allow administrators to edit the structure of the workgroups and subgroups to include additions, deletions and modifications.

3.5.2.8. Must allow for separation of SDS into workgroups and subgroups by administrators

3.5.2.9. Must allow agency management to change administrator account holder(s) as necessary.

Change to:

3.5. USER MANAGEMENT:

3.5.1. Must have the ability for one hundred (100) users to access the system simultaneously

3.5.1.1. Users must be able to search by name or indexed items

3.5.1.2. Users must be able to filter searches by organizational structure.

3.5.1.3. Users must be able to view, print, or export indexed data for selected entries

3.5.1.4. Users must be able to request the addition of a new SDS with notification for approval automatically sent to administrators.

3.5.2. Administrators

3.5.2.1. Must allow for two (2) administrator accounts, to be identified after award

3.5.2.2. Administrator accounts must require username and password.

3.5.2.3. Security:

3.5.2.3.1. User Authentication and Access Control

• External users must have unique user ID/username and password, with exchanges and validations encrypted using a minimum of AES-256 encryption in transit.

3.5.2.3.2. Password Management

• Minimum password length of 8 characters.

• Must include one uppercase letter, one lowercase letter, one numeral, and one special character.

• Dictionary words or user name cannot be part of the password.

• Self-service password reset must be provided.

• Passwords must be stored using AES-256 encryption or industry-standard hashing algorithms.

3.5.2.3.3. Change Management

These security provisions ensure compliance with The Department of Public Health (DPH), South Carolina State, and federal regulations, safeguarding the integrity and confidentiality of the system and its data.

3.5.2.4. Must allow administrators to add or request new SDS to be added to DPH inventory/library

3.5.2.5. Requests for changes to DPH inventory/library must be made within 3 working days of request.

3.5.2.6. Must allow administrators to receive notification of pending SDS additions and approve or deny the request.

3.5.2.7. Must allow administrators to edit the structure of the workgroups and subgroups to include additions, deletions and modifications.

3.5.2.8. Must allow for separation of SDS into workgroups and subgroups by administrators

3.5.2.9. Must allow agency management to change administrator account holder(s) as necessary.

SEE REVISED BIDDING SCHEDULE BELOW

REVISED BIDDING SCHEDULE

VIII. BIDDING SCHEDULE / PRICE-BUSINESS PROPOSAL CHANGES

BIDDING SCHEDULE (NOV 2007)

Line Number Quantity Unit of Measure Unit Price Extended Price

0001 1 each

Item Description: Implementation Fee

Question Mandatory / Optional

Multiple Responses Accepted?

Response

The bidder has read and understands all Amendments.

Mandatory No ______Yes

______No

1. The Submitter has read and understands the terms and conditions of this solicitation.

Mandatory No ______Yes. I have read and understand the terms and conditions.

2. The offer is in accordance with the terms and conditions of this solicitation.

Mandatory No ______Yes, I am in accordance with the terms and conditions.

Are you requesting the SC Resident Contractor Preference? See The SC Procurement Code, Section 11-35-1524(C) (1) (III) and Section IIB of this Solicitation for more Information. For a FAQ on these Preferences, Please See WWW.Procurement.SC.Gov/Preferences

Mandatory No ______Yes

______No

Are you requesting the SC Resident Subcontractor Preference-2%? See the SC Procurement Code, Section 11-35-1524(D) and IIB & VIIB of this solicitation for more information. For a FAQ on these preferences, please see www.procurement.sc.gov/preferences

Mandatory No ______Yes

______No

Are you requesting the SC Resident Subcontractor Preference-4%? See the SC Procurement Code, Section 11-35-1524(D) and IIB & VIIB of this solicitation for more information. For a FAQ on these preferences, please see www.procurement.sc.gov/preferences

Mandatory No

Can Contractor Implement and Invoice prior to June 5, 2025?

Mandatory No

0002 1 each

Item Description: Enter and Index each existing SDS

Tendering Text: Enter and Index each existing SDS (One Time Fee)

Question Mandatory / Optional

Multiple Responses Accepted?

Response

The bidder has read and understands all Amendments.

Mandatory No ______Yes

______No

1. The Submitter has read and understands the terms and conditions of this solicitation.

Mandatory No ______Yes. I have read and understand the terms and conditions.

2. The offer is in accordance with the terms and conditions of this solicitation.

Mandatory No ______Yes, I am in accordance with the terms and conditions.

Are you requesting the SC Resident Contractor Preference? See The SC Procurement Code, Section 11-35-1524(C) (1) (III) and Section IIB of this Solicitation for more Information. For a FAQ on these Preferences, Please See WWW.Procurement.SC.Gov/Preferences

Mandatory No

Subcontractor Preference-2%? See the SC Procurement Code, Section 11-35-1524(D) and IIB & VIIB of this solicitation for more information. For a FAQ on these preferences, please see www.procurement.sc.gov/preferences

Mandatory No

Procurement Code, Section 11-35-1524(D) and IIB & VIIB of this solicitation for more information. For a FAQ on these preferences, please see www.procurement.sc.gov/preferences

Mandatory No

Mandatory No

0003 1 each

Item Description: Training Computer Based (Software Sup.)

Tendering Text: Provide a one-time on-site user and administrator orientation and training for approximately 20 10 users. Price to include all travel related expenses.

Question Mandatory / Optional

Multiple Responses Accepted?

Response

The bidder has read and understands all Amendments.

Mandatory No

1. The Submitter has read and understands the terms and conditions of this solicitation.

Mandatory No ______Yes. I have read and understand the terms and conditions.

2. The offer is in accordance with the terms and conditions of this solicitation.

Mandatory No ______Yes, I am in accordance with the terms and conditions.

Are you requesting the SC Resident Contractor Preference? See The SC Procurement Code, Section 11-35-1524(C) (1) (III) and Section IIB of this Solicitation for more Information. For a FAQ on these Preferences, Please See WWW.Procurement.SC.Gov/Preferences

Mandatory No

Procurement Code, Section 11-35-1524(D) and IIB & VIIB of this solicitation for more information. For a FAQ on these preferences, please see www.procurement.sc.gov/preferences

Mandatory No

Procurement Code, Section 11-35-1524(D) and IIB & VIIB of this solicitation for more information. For a FAQ on these preferences, please see www.procurement.sc.gov/preferences

Mandatory No

Mandatory No

0004 1 each

Item Description: Annual License Fee - Year 1

Tendering Text: Annual License Fee - Year 1 - 100 Users - Per User Rate

Question Mandatory / Optional

Multiple Responses Accepted?

Response

The bidder has read and understands all Amendments.

Mandatory No

Mandatory No ______Yes. I have read and understand the terms and conditions.

2. The offer is in accordance with the terms and conditions of this solicitation.

Mandatory No ______Yes, I am in accordance with the terms and conditions.

Are you requesting the SC Resident Contractor Preference? See The SC Procurement Code, Section 11-35-1524(C) (1) (III) and Section IIB of this Solicitation for more Information. For a FAQ on these Preferences, Please See WWW.Procurement.SC.Gov/Preferences

Mandatory No

Procurement Code, Section 11-35-1524(D) and IIB & VIIB of this solicitation for more information. For a FAQ on these preferences, please see www.procurement.sc.gov/preferences

Mandatory No

Procurement Code, Section 11-35-1524(D) and IIB & VIIB of this solicitation for more information. For a FAQ on these preferences, please see www.procurement.sc.gov/preferences

Mandatory No

0005 1 each

Item Description: Annual License Fee - Year 2

Optional

Multiple Responses Accepted?

Response

The bidder has read and understands all Amendments.

Mandatory No

Mandatory No ______Yes. I have read and understand the terms and conditions.

2. The offer is in accordance with the terms and conditions of this solicitation.

Mandatory No ______Yes, I am in accordance with the terms and conditions.

Are you requesting the SC Resident Contractor Preference? See The SC Procurement Code, Section 11-35-1524(C) (1) (III) and Section IIB of this Solicitation for more Information. For a FAQ on these Preferences, Please See WWW.Procurement.SC.Gov/Preferences

Mandatory No

Procurement Code, Section 11-35-1524(D) and IIB & VIIB of this solicitation for more information. For a FAQ on these preferences, please see www.procurement.sc.gov/preferences

Mandatory No

Procurement Code, Section 11-35-1524(D) and IIB & VIIB of this solicitation for more information. For a FAQ on these preferences, please see www.procurement.sc.gov/preferences

Mandatory No

0006 1 each

Item Description: Annual License Fee - Year 3

Optional

Multiple Responses Accepted?

Response

The bidder has read and understands all Amendments.

Mandatory No

Mandatory No ______Yes. I have read and understand the terms and conditions.

2. The offer is in accordance with the terms and conditions of this solicitation.

Mandatory No ______Yes, I am in accordance with the terms and conditions.

Are you requesting the SC Resident Contractor Preference? See The SC Procurement Code, Section 11-35-1524(C) (1) (III) and Section IIB of this Solicitation for more Information. For a FAQ on these Preferences, Please See WWW.Procurement.SC.Gov/Preferences

Mandatory No

Procurement Code, Section 11-35-1524(D) and IIB & VIIB of this solicitation for more information. For a FAQ on these preferences, please see www.procurement.sc.gov/preferences

Mandatory No

Procurement Code, Section 11-35-1524(D) and IIB & VIIB of this solicitation for more information. For a FAQ on these preferences, please see www.procurement.sc.gov/preferences

Mandatory No

0007 1 each

Item Description: Annual License Fee - Year 4

Optional

Multiple Responses Accepted?

Response

The bidder has read and understands all Amendments.

Mandatory No

Mandatory No ______Yes. I have read and understand the terms and conditions.

2. The offer is in accordance with the terms and conditions of this solicitation.

Mandatory No ______Yes, I am in accordance with the terms and conditions.

Are you requesting the SC Resident Contractor Preference? See The SC Procurement Code, Section 11-35-1524(C) (1) (III) and Section IIB of this Solicitation for more Information. For a FAQ on these Preferences, Please See WWW.Procurement.SC.Gov/Preferences

Mandatory No

Procurement Code, Section 11-35-1524(D) and IIB & VIIB of this solicitation for more information. For a FAQ on these preferences, please see www.procurement.sc.gov/preferences

Mandatory No

Procurement Code, Section 11-35-1524(D) and IIB & VIIB of this solicitation for more information. For a FAQ on these preferences, please see www.procurement.sc.gov/preferences

Mandatory No

0008 1 each

Item Description: Annual License Fee - Year 5

Optional

Multiple Responses Accepted?

Response

The bidder has read and understands all Amendments.

Mandatory No

Mandatory No ______Yes. I have read and understand the terms and conditions.

2. The offer is in accordance with the terms and conditions of this solicitation.

Mandatory No ______Yes, I am in accordance with the terms and conditions.

Are you requesting the SC Resident Contractor Preference? See The SC Procurement Code, Section 11-35-1524(C) (1) (III) and Section IIB of this Solicitation for more Information. For a FAQ on these Preferences, Please See WWW.Procurement.SC.Gov/Preferences

Mandatory No

Procurement Code, Section 11-35-1524(D) and IIB & VIIB of this solicitation for more information. For a FAQ on these preferences, please see www.procurement.sc.gov/preferences

Mandatory No

Procurement Code, Section 11-35-1524(D) and IIB & VIIB of this solicitation for more information. For a FAQ on these preferences, please see www.procurement.sc.gov/preferences

Mandatory No

0009 1 each

Item Description: Annual Maintenance Fee - Year 1

Optional

Multiple Responses Accepted?

Response

The bidder has read and understands all Amendments.

Mandatory No

Mandatory No ______Yes. I have read and understand the terms and conditions.

2. The offer is in accordance with the terms and conditions of this solicitation.

Mandatory No ______Yes, I am in accordance with the terms and conditions.

Are you requesting the SC Resident Contractor Preference? See The SC Procurement Code, Section 11-35-1524(C) (1) (III) and Section IIB of this Solicitation for more Information. For a FAQ on these Preferences, Please See WWW.Procurement.SC.Gov/Preferences

Mandatory No

Procurement Code, Section 11-35-1524(D) and IIB & VIIB of this solicitation for more information. For a FAQ on these preferences, please see www.procurement.sc.gov/preferences

Mandatory No

Procurement Code, Section 11-35-1524(D) and IIB & VIIB of this solicitation for more information. For a FAQ on these preferences, please see www.procurement.sc.gov/preferences

Mandatory No

0010 1 each

Item Description: Annual Maintenance Fee - Year 2

Optional

Multiple Responses Accepted?

Response

The bidder has read and understands all Amendments.

Mandatory No

Mandatory No ______Yes. I have read and understand the terms and conditions.

2. The offer is in accordance with the terms and conditions of this solicitation.

Mandatory No ______Yes, I am in accordance with the terms and conditions.

Are you requesting the SC Resident Contractor Preference? See The SC Procurement Code, Section 11-35-1524(C) (1) (III) and Section IIB of this Solicitation for more Information. For a FAQ on these Preferences, Please See WWW.Procurement.SC.Gov/Preferences

Mandatory No

Procurement Code, Section 11-35-1524(D) and IIB & VIIB of this solicitation for more information. For a FAQ on these preferences, please see www.procurement.sc.gov/preferences

Mandatory No

Procurement Code, Section 11-35-1524(D) and IIB & VIIB of this solicitation for more information. For a FAQ on these preferences, please see www.procurement.sc.gov/preferences

Mandatory No

0011 1 each

Item Description: Annual Maintenance Fee - Year 3

Optional

Multiple Responses Accepted?

Response

The bidder has read and understands all Amendments.

Mandatory No

Mandatory No ______Yes. I have read and understand the terms and conditions.

2. The offer is in accordance with the terms and conditions of this solicitation.

Mandatory No ______Yes, I am in accordance with the terms and conditions.

Are you requesting the SC Resident Contractor Preference? See The SC Procurement Code, Section 11-35-1524(C) (1) (III) and Section IIB of this Solicitation for more Information. For a FAQ on these Preferences, Please See WWW.Procurement.SC.Gov/Preferences

Mandatory No

Procurement Code, Section 11-35-1524(D) and IIB & VIIB of this solicitation for more information. For a FAQ on these preferences, please see www.procurement.sc.gov/preferences

Mandatory No

Procurement Code, Section 11-35-1524(D) and IIB & VIIB of this solicitation for more information. For a FAQ on these preferences, please see www.procurement.sc.gov/preferences

Mandatory No

0012 1 each

Item Description: Annual Maintenance Fee - Year 4

Optional

Multiple Responses Accepted?

Response

The bidder has read and understands all Amendments.

Mandatory No

Mandatory No ______Yes. I have read and understand the terms and conditions.

2. The offer is in accordance with the terms and conditions of this solicitation.

Mandatory No ______Yes, I am in accordance with the terms and conditions.

Are you requesting the SC Resident Contractor Preference? See The SC Procurement Code, Section 11-35-1524(C) (1) (III) and Section IIB of this Solicitation for more Information. For a FAQ on these Preferences, Please See WWW.Procurement.SC.Gov/Preferences

Mandatory No

Procurement Code, Section 11-35-1524(D) and IIB & VIIB of this solicitation for more information. For a FAQ on these preferences, please see www.procurement.sc.gov/preferences

Mandatory No

Procurement Code, Section 11-35-1524(D) and IIB & VIIB of this solicitation for more information. For a FAQ on these preferences, please see www.procurement.sc.gov/preferences

Mandatory No

0013 1 each

Item Description: Annual Maintenance Fee - Year 5

Optional

Multiple Responses Accepted?

Response

The bidder has read and understands all Amendments.

Mandatory No

Mandatory No ______Yes. I have read and understand the terms and conditions.

2. The offer is in accordance with the terms and conditions of this solicitation.

Mandatory No ______Yes, I am in accordance with the terms and conditions.

Are you requesting the SC Resident Contractor Preference? See The SC Procurement Code, Section 11-35-1524(C) (1) (III) and Section IIB of this Solicitation for more Information. For a FAQ on these Preferences, Please See WWW.Procurement.SC.Gov/Preferences

Mandatory No

Procurement Code, Section 11-35-1524(D) and IIB & VIIB of this solicitation for more information. For a FAQ on these preferences, please see www.procurement.sc.gov/preferences

Mandatory No

Procurement Code, Section 11-35-1524(D) and IIB & VIIB of this solicitation for more information. For a FAQ on these preferences, please see www.procurement.sc.gov/preferences

Mandatory No

The following prospective offeror questions and agency responses are hereby incorporated into the solicitation:

Question 1:

To ensure we are preparing the most appropriate bid, we would like to confirm that the State is seeking the development of a specialized software program tailored to its needs, rather than the licensing or implementation of a pre-existing software solution.

State’s Response:

No, the licensing and implementation of a pre-existing software is strongly preferred as long as it meets the requirements in the solicitation.

Question 2:

3.1.2.1 - DPH will provide a spreadsheet with chemical names, manufacturer, product number, and location and an organizational structure that will match our building. The contractor will need to search for the newest SDS versions, then index and populate into the new system.

Can you send an example of the spreadsheet you will provide?

When you say "search for the newest SDS versions" - Do you mean in your data provided (as in pulling the latest historical record) or do you mean contacting each chemical manufacturer?

BASIS:

Need to see the data structure that you will provide to accurately respond to your need for entry request. This will help in determining if manual entry is required or whether we will be able to systematically import it. It will also give an idea of what data fields are needed beyond the standard OSHA SDS data.

State’s Response:

Yes, please see attached (Attachment B). It is an excel spreadsheet with only the fields indicated in 3.1.2.1. The vendor is expected to contact each chemical manufacturer to verify and acquire the most current versions of the safety data sheets.

Question 3:

3.8.1 - Contact the manufacturer of each chemical to search for updated versions of SDS annually, at a minimum

Are you requesting the vendor have a person dedicated to contact by phone all chemical manufacturers in your SDS data annually?

BASIS - Different chemical manufacturers have different ways to provide this information and ultimately it could require a physical phone call, or website search, database or best case scenario an API. I need clarification on the requested role for bidding purposes.

State’s Response:

No, the method of communication with the manufacturer is flexible so long as, at least once a year, a verification of the current safety data sheet version or acquisition of the newest version is made.

Question 4:

How many new documents per year do they expect?

State’s Response:

For documents not already existing in the data base, less than 50 per year. For documents of existing entries that are replaced with updated copies, it is difficult to say. Our experience with updating hard copies of the database would indicate that this could be as high as half of the entries per year.

Question 5:

How many documents would change per year?

State’s Response:

Please see the response to question 4.

Question 6:

Do they want versioning?

State’s Response:

If by versioning, you mean a listing of the version number in the database, versioning is nice but not required to be visible in the database. As viewing the SDS would provide this information. However, some listing of a “date of last review” would be helpful in showing active communication with the manufacturer.

Question 7:

Average size of documents, pages and data volume?

State’s Response:

Safety data sheets are generally less than 10 pages long. However, some (estimated <10%) can be as long as 60-100 pages where the safety data sheet is for a manufactured kit with multiple components. Currently, we have around 3,300 safety datasheets and they are stored as pdf documents.

Question 8:

Rough largest document size, pages and data volume?

State’s Response:

Please see the response to question 7.

Question 9:

Who is doing the work of contacting chemical manufacturers, etc., so clarification/confirmation that this is on them to do in-house vs. something we would do?

State’s Response:

It is the expectation that the vendor would perform this function. It is one of the primary reasons we are seeking this service. Please also see the response to question 3.

Question 10:

What is the approximate budget for this solution?

State’s Response:

There is no budget currently allocated at this time.

Question 11:

Will the Department please consider removing the following coverage:

(d) If the work includes software, coverage must also include claims for intellectual property infringement arising out of software and/or content (with the exception of patent infringement and misappropriation of trade secrets) (e) Coverage shall have limits no less than five million ($5,000,000.00) dollars per occurrence and ten million ($10,000,000.00) dollars aggregate. (f) If the insurance required by this clause is procured on a form affording “claimsmade” coverage, then (i) all limits stated above as “per occurrence” shall be understood to mean “per claim” or “per occurrence,” as is consistent with the terms of the “claims-made” policy; and (ii) such claims-made insurance shall provide for a retroactive date no later than the date the contract is awarded.

State’s Response:

Refer to Changes to Original Solicitation, VII. Terms and Conditions – B. Special Changes, Contractor’s Liability Insurance – Information Security and Privacy (Feb 2015) in Amendment No. One.

Question 12:

RFP Page #16, Section III, 3.2.1.

The solicitation states that services must be implemented and invoiced by June 5, 2025. Given that the award will be posted on April 17, 2025, this provides approximately 7 weeks for implementation. Can DPH confirm if this timeframe is flexible in case of unforeseen circumstances during implementation?

State’s Response:

There is some flexibility (a few weeks at most) for implementation, however; this should only be for “unforeseen circumstances” and should be communicated at least two weeks in advance to DPH so that back-up hardcopies of safety data sheets can be verified across multiple work sites. For bidding and planning purposes, assume that this timeframe is not flexible.

Question 13:

RFP Page #18, Section III, 3.6.5.

Could DPH provide examples or detailed specifications of the types of Ad Hoc reports needed regularly?

State’s Response:

Yes, please see the attached example…