Amendment No. Two.pdf

SAP

State of South Carolina

Request for Proposal

Amendment No. Two

Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

5400020394 01/08/2021

WHITNEY CARSWELL

(803) 898-3472 carswewp@dhec.sc.gov wpc

DESCRIPTION: DHEC Healthcare Quality Merger Services USING GOVERNMENTAL UNIT: SC Dept. of Health & Environmental Control

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

SUBMIT YOUR SEALED OFFER TO EITHER OF THE FOLLOWING ADDRESSES:

MAILING ADDRESS:

SC DHEC

Attn: Procurement Services Division 301 Gervais Street, 4th Floor Columbia SC 29201-3073

PHYSICAL ADDRESS:

SC DHEC

Attn: Procurement Services Division 301 Gervais Street, 4th Floor Columbia SC 29201-3073

SUBMIT OFFER BY (Opening Date/Time): 01/19/2021 01/26/2021 2:30 PM ET (See "Deadline For Submission Of Offer" provision) QUESTIONS MUST BE RECEIVED BY: 12/03/2020 5:00 PM ET CLOSED (See "Questions From Offerors" provision) NUMBER OF COPIES TO BE SUBMITTED: See Instructions on Page 3 CONFERENCE TYPE: Pre-Bid/Proposal Conference DATE & TIME: November 30, 2020: 10:00 am – 12:00 pm

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

LOCATION: Conference Call

AWARD &

AMENDMENTS

Award will be posted on January 26, 2021 February 8, 2021. 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 - PAPER ONLY (MAR. 2015)

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)).

Preferences do not apply to Request for Proposals per the South Carolina Consolidated Procurement Code Section 11-35-1524, Part (E)(5).

____In-State Office Address same as Home Office Address ____In-State Office Address same as Notice Address (check only one) PAGE TWO (SEP 2009) End of PAGE TWO http://www.procurement.sc.gov/preferences

INSTRUCTIONS FOR OFFERORS SUBMITTING HARD COPY BIDS

Mailing Address: Opening/Physical Address:

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

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

NUMBER OF COPIES

The offer you submit on-line, the Offeror MUST submit the following:

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

2. One (1) Individual copy of your Offer on a USB Drive identical to the Original (but NOT including the Price

Proposal)

3. One (1) each separate individual copy of the Price Proposal (marked “Price Proposal”) in a separate sealed envelope;

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

“Price Proposal.”

5. One (1) Redacted copy (marked “Redacted”), if applicable. See Section IV - “Submitting Redacted Offers” of both the Technical and Price Proposal.

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

South Carolina Department of Health and Environmental Control Division of Procurement Services

Whitney Carswell, Procurement Manager Solicitation Number 5400020394 301 Gervais Street, Columbia Mills Building, 4th Floor

Columbia, SC 29201

Initial here if NO redacted copy is necessary _______

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

INCLUDES ADDITIONAL TERMS AND CONDITIONS TO BE CONSIDERED, THE OFFER WILL BE

DEEMED NON-RESPONSIVE AND WILL BE ELIMINATED FROM FURTHER CONSIDERATION.

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

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

Amendment No. Two

INVITATION FOR BID NO. 5400020394

Description: DHEC Healthcare Quality Merger Services

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:

SUBMIT OFFER BY (Opening Date/Time) Change From: 01 / 19 / 2021 - 2:30PM ET Change To: 01 / 26 / 2021 - 2:30PM ET

AWARD

Change From: January 26, 2021 Change To: February 8, 2021

IV. INFORMATION FOR OFFERORS TO SUBMIT

Change from:

Offerors should state each item and respond directly to each:

4.1 Response Format

4.1.1. Proposal Cover Page

4.1.2. Table of Contents

4.1.3. Solicitation Documents

4.1.3.1. Solicitation Cover Page One & Two

4.1.3.2. Certificate of Insurance

4.1.4. Technical Response

4.1.4.1. Proposed project plan including, but not limited to:

4.1.4.1.1. Project Planning and Administration

4.1.4.1.2. Operations and Support Documentation

4.1.4.1.3. Training

4.1.4.2. Standard Service Level Agreement (SLA)

Change to:

Offerors should state each item and respond directly to each:

4.1 Response Format

4.1.1. Proposal Cover Page

4.1.2. Table of Contents

4.1.3. Solicitation Documents

4.1.3.1. Solicitation Cover Page One & Two

4.1.3.2. Certificate of Insurance

4.1.4. Technical Response

4.1.4.1. Proposed project plan including, but not limited to:

4.1.4.1.1. Project Planning and Administration

4.1.4.1.2. Operations and Support Documentation

4.1.4.1.3. Training

4.1.4.2. Standard Service Level Agreement (SLA)

The following prospective offeror questions and agency response is hereby incorporated into the solicitation:

Question 1:

Under “Number of Copies” on page 3 of the Solicitation, Item 1 instructs submission of an original paper copy proposal. Is this to be interpreted as the original “Technical Proposal?”

State’s Response:

Yes, the original paper copy may be interpreted as the original technical proposal.

Question 2:

On Page 3 of the Solicitation, there is a blank space preceded by instructions to “Initial if NO redacted copy is necessary.” Is this page required to be submitted with the proposal? If so, where should it be placed within the proposal?

State’s Response:

Yes, if no redacted copy of the offer is necessary, please initial by the statement, “Initial here if NO redacted copy is necessary” on page 3 to submit with your proposal. This page can be submitted with the first two pages (cover page and page 2) of the solicitation.

Question 3:

In Solicitation Section IV, Information for Offerors to Submit, on page 20, Subsection 4.1.4.2, Standard Service Level Agreement (SLA), it is not clear what information is required to satisfy this requirement. Since the offeror cannot deviate from the terms and conditions provided in the solicitation, inserting an offeror’s SLA is likely to introduce new terms and conditions or conflict with terms and conditions in the solicitation. Assuming that the solicitation has clearly defined the performance requirements of the contract, what information is being requested in the offeror’s SLA that is not already covered in the other sections of the Technical and Price proposals? Some guidance on this will be helpful.

State’s Response:

See changes to Section IV Information for Offerors to Submit Changes above.

Question 4:

Instructions for Offerors Submitting Hard Copy Bids (page 3), “The offer you submit on-line, the Offeror MUST submit the following:

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

2. One (1) Individual copy of your Offer on a USB Drive identical to the Original (but NOT including the Price Proposal)

3. One (1) each separate individual copy of the Price Proposal (marked “Price Proposal”) in a separate sealed envelope;

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

5. One (1) Redacted copy (marked “Redacted”), if applicable. See Section IV - “Submitting Redacted Offers” of both the Technical and Price Proposal.”

Please clarify if on-line submission is required along with the hard copy and USB?

State’s Response:

An on-line submission is not required in addition to the hard copy and USB.

Question 5:

Section III. Scope of Work Specifications (page 17). The RFP states, “DHEC is seeking an Offeror that provides a proven, effective, and carefully structured approach to implementation of the chosen services. In this context, implementation refers to all efforts required to provide a complete and functioning system, and to prepare DHEC to maintain it effectively. This includes surveyor training, manager training, process guidance and control, and end user documentation.”

To more fully assess the scope of activities required, please clarify if the contractor will be providing services related to Long-Term Care Survey and Licensing only.

State’s Response:

Yes, the contractor will be providing services related to Long Term Care Surveys. The contractor will not be responsible for providing services for Licensing.

Question 6:

Section III. Scope of Work Specifications (page 17) 3.1.4.1 and 3.1.6.1. The RFP states, “Four (4) upper level management slots will be required” and “Eight (8) slots will be required”.

What does DHEC mean by a “slot”? (e.g., does a slot equate to the number of training sessions, the number of DHEC staff who will be trained, etc.?)

State’s Response:

The reference to “slot” refers to the number of DHEC staff that will need to be trained.

Question 7:

Section III. Scope of Work Specifications (page 17) 3.1.5. The RFP states, “Contractor shall provide temporary resources with proven CMS Expertise, leadership skills, and the ability to crosswalk Statutes, State and Federal Regulations”.

Please clarify the expectations of the contractor to provide “temporary resources.” Is the contractor required to have staff remain on site for long periods of time? How often do you expect staff will need to travel to DHEC offices and for how many days?

State’s Response:

The contractor will be expected to travel to (or on-site at) the DHEC office two to three days a week through the duration of the contract. If the contractor is in the field with staff, the length of time will depend on the length of time of the survey.

Question 8:

Section III. Scope of Work Specifications (page 18), first paragraph, Internal and External Training. The RFP states, “Educate staff on SMQT Training, In-field Training, cross-training on State and Federal Regulations, including IDR/IIDR, Enforcement, and develop a process for hiring large volumes and on-boarding staff. Precept and evaluate staff on all knowledge, skills, and abilities (KSA’s) required for SMQT preparation…” How many staff will the contractor be expected to precept and evaluate?

State’s Response:

There are approximately 20 DHEC staff members that will need to be precepted and evaluated.

Question 9:

During the Prebid conference, it was mentioned that the contractor may need to lead survey teams during training, but leading survey teams is not mentioned in the RFP.

Please confirm that the contractor is to provide in-field training and is not required to lead surveyor teams conducting surveys during this training.

State’s Response:

The contractor will be required to provide in-field-training; however, the contractor will not be required to lead surveyor teams during this training.

Question 10:

VI. Award Criteria, Evaluation Factors (Page 26). The RFP states, “Price: 25 Points” Please clarify how the points for price will be weighted between bidders. Will the lowest bidder receive 25 points and the other bidders receive zero?

State’s Response:

Each offeror will receive between 1 and 25 points for cost, with the lowest offeror receiving 25 points. The number of points is based on the percentage derived from dividing the lower offer by a higher offer.

Question 11:

Appendix A. COVID-19 Testing of Health Facility Inspectors within the Division of Healthcare Quality, page 47, second paragraph, last sentence. The RFP states, “The purpose of this procedure is to outline the agency’s protocol on testing staff and contractors assigned to conduct surveys, investigations or inspections.”

Please clarify, is testing of contractor staff required to work onsite at the DHEC office conducting training or providing management consulting or is testing only required when entering a healthcare facility.

State’s Response:

COVID-19 weekly testing is required of all contractors prior to entering a healthcare facility. There is not a requirement for contractors to be tested prior to entering the DHEC office.

END AMENDMENT NO. TWO

END AMENDMENT NO. TWO