AMENDMENT ONE.pdf

SAP

State of South Carolina

Request for Proposal

AMENDMENT ONE

Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400027618 03/13/2025

LISA ROLAND

803-898-0533 rolandld@dph.sc.gov 301 Gervais Street Columbia SC 29201

DESCRIPTION: Web-Based Registry for Developmental Screenings USING GOVERNMENTAL UNIT: SC Department of Public Health

SUBMIT YOUR OFFER ON-LINE AT THE FOLLOWING URL: http://www.procurement.sc.gov SUBMIT OFFER BY (Opening Date/Time): 03/27/2025 2:30 PM ET 04/08/2025 @ 2:30 PM ET (See "Deadline For Submission Of Offer" provision) QUESTIONS MUST BE RECEIVED BY: Date has passed (See "Questions From Offerors" provision) NUMBER OF COPIES TO BE SUBMITTED: One (1) on-line submission and, if necessary, One (1) Redacted Copy submitted online.

Initial here if NO redacted copy is necessary___________

CONFERENCE TYPE:

DATE & TIME:

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

LOCATION:

AWARD &

AMENDMENTS

Award will be posted on 05/15/2025 05/29/2025. 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 thirty (30) calendar days after the Opening Date. (See "Signing Your Offer" provision.)

NAME OF OFFEROR

(full legal name of business submitting the offer)

Any award issued will be issued to, and the contract will be formed with, the entity identified as the Offeror. The entity named as the offeror must be a single and distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc.

AUTHORIZED SIGNATURE

(Person must be authorized to submit binding offer to contract on behalf of Offeror.)

DATE SIGNED

TITLE

(business title of person signing above)

STATE VENDOR NO.

(Register to Obtain S.C. Vendor No. at www.procurement.sc.gov)

PRINTED NAME

(printed name of person signing above)

STATE OF INCORPORATION

(If you are a corporation, identify the state of incorporation.)

OFFEROR'S TYPE OF ENTITY: (Check one) (See "Signing Your Offer" provision.)

___ Sole Proprietorship ___ Partnership ___ Other_____________________________

___ Corporate entity (not tax-exempt) ___ Corporation (tax-exempt) ___ Government entity (federal, state, or local)

COVER PAGE - ON-LINE ONLY (MAR. 2015)

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 .

Preferences do not apply to Request for Proposals per the South Carolina Consolidated Procurement Code Section

11-35-1524, Part (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 to Request for Proposals per the South Carolina Consolidated Procurement Code Section 11-35-1524, Part (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 http://www.procurement.sc.gov/preferences

AMENDMENT ONE

Solicitation No. 5400027618

DESCRIPTION: Web-Based Registry for Developmental Screenings

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)

This 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 existing provision of the solicitation in an answer does not modify the original provision except as follows: underlined text is added to the original provision. Stricken text is deleted. [02-2A097-1]

Opening Date/Time will Change from: 03/27/2025 2:30 PM ET to 04/08/2025 @ 2:30 PM ET Award Posting DATE CHANGE from: 05/15/2025 to 05/29/2025

Remove the following from III. SCOPE OF WORK/SPECIFICATIONS:

90. Updates to the registry include AIS and ICD-10

The following text is hereby added to II. INSTRUCTIONS TO OFFERORS -- B. SPECIAL INSTRUCTIONS:

DEMONSTRATIONS

South Carolina Department of Public Health

Vendor Demonstration Script

Company Name: ________________________________

1. Welcome & Opening from SC DPH

2. Company Overview

3. System Overview

4. Demonstrate any additional features or offerings that were not part of the system overview above but were included in the written response.

5. Questions & Answers

6. Adjournment http://www.procurement.sc.gov/

The following responses are hereby incorporated into the solicitation.

VENDOR QUESTION 1: Can DPH clarify the timeline for the delivery of this registry? Specifically regarding: “Contractor shall implement the solution no later than three (3) months after award and receipt of Purchase Order.”

STATE’S RESPONSE: The timeline of the registry is based on a grant. DPH would like to have a pilot version of the registry within 3 months after the award is granted.

VENDOR QUESTION 2: Can DPH provide examples of the developmental screening this registry will facilitate (ASQ-3, etc.)?

STATE’S RESPONSE: Screening tools would include ASQ-3, ASQ-SE-2, M-CHAT-R, and M-CHAT- R/F.

VENDOR QUESTION 3: Is this registry intended to be the primary portal for entry of developmental screening, or will the registry need to integrate with existing screening methods?

STATE’S RESPONSE: The registry will show screenings performed and the results of the screening. The screening will not be performed using the registry.

VENDOR QUESTION 4: Can DPH describe existing sources of developmental screening information that the registry will need to integrate with?

STATE’S RESPONSE: API mapping with screening tools online programs (for example Brookes Enterprise for ASQ) and build and map API for a referral button to Help Me Grow SC.

VENDOR QUESTION 5: Are there any other integrations expected for data flowing into or out of the registry? If yes, can DPH provide examples or descriptions?

STATE’S RESPONSE: Most will be manual data entry. However, one example of data flow is API mapping with screening tools online programs, such as Brookes Enterprise for ASQ.

VENDOR QUESTION 6: The Scope of Work mentions a “Performance Improvement module for both the state and individual registries.”

a. Are these different registries than what is being built per the solicitation?

b. What is the distinction between “state” and “individual registries”?

c. What performance measures are desired?

STATE’S RESPONSE: (a)No, this solicitation is for a single registry for developmental screening. There is only one registry to be built which all parties will have access based on type of user. (b) There is no difference between state and individual registry. There will be one registry created for the State. (c) Performance measures the State would like to have may include total number for participants based on user type, rate of participation growth based on user type, volume of data received such as number of screening results entered to the registry, feedback from users, and participant engagement such as log ins by unique users.

VENDOR QUESTION 7: If necessary, who will be facilitating data sharing agreements required for this registry?

STATE’S RESPONSE: DPH would facilitate data sharing agreements for the registry.

VENDOR QUESTION 8: Can DPH identify some of the distinct user groups who will be interacting with the registry?

STATE’S RESPONSE: The user groups include health care providers, early intervention providers, and parents/caregivers.

VENDOR QUESTION 9: Is DPH expecting identified access to developmental screening data? Will different user groups require different levels of data access? For example, access to PHI vs. de-identified or aggregate data.

STATE’S RESPONSE: Health care providers, such as pediatricians, would be able add/edit screening results and enter referrals. Parents/caregivers will be able to view the information.

VENDOR QUESTION 10: Can DPH describe what PHI might be collected as part of this registry?

STATE’S RESPONSE: PHI will include patient name, date of birth, and some demographic information.

VENDOR QUESTION 11: Does DPH or the State of South Carolina have digital style guides that might inform “consistency of design across all portions of the system?”

STATE’S RESPONSE: DPH does have a branding guide for visuals. Colors and font information can be shared once a purchase order is issued.

VENDOR QUESTION 12: Can DPH provide examples or descriptions of the types of reporting this registry will be expected to provide?

STATE’S RESPONSE: Reporting to include developmental screening activity by practice/organization.

The report would show screenings that are completed at recommended intervals by Bright Futures/AAP and the total number of kids screened, total kids in age intervals, and the screen percentage of the interval.

VENDOR QUESTION 13: Can DPH provide examples of the types of data/metrics that might be displayed on the registry dashboard?

STATE’S RESPONSE: Patient information such as name, date of birth, patient age, and practice name.

Developmental screening history for a patient would include the date of the screening, age of child at screening, tool used, passed, recommended follow up and referral.

VENDOR QUESTION 14: The solicitation mentions “custom user-defined data elements.” Does this indicate the requirement for the exchange to have customizable user forms and/or screening measures?

E.g., an admin-level user may add or modify data elements collected by the registry.

STATE’S RESPONSE: Providers would have an access level that allows for adding/editing/deleting.

Parent and caregiver users would have view access.

VENDOR QUESTION 15: The solicitation specifies “most current data elements must be included and updated annually.” Does this indicate code sets like ICD-10? Are there other data elements that are known and should be considered at this time?

STATE’S RESPONSE: Most current data elements would include ICD-10 codes as well as any updates to the screening tools.

VENDOR QUESTION 16: The solicitation mentions AIS (Abbreviated Injury Scale) in addition to ICD-

10. How might the AIS fit into the registry?

STATE’S RESPONSE: The AIS does not fit into this registry. This was not caught during the creation of the solicitation and should be removed from the specifications.

VENDOR QUESTION 17: The solicitation specifies 24/7 technical support. Does this indicate the ability for users to submit or report issues 24/7, or is 24/7 support response also required?

STATE’S RESPONSE: The state would like users to have the ability to submit or report issues 24/7.

VENDOR QUESTION 18: Implementation Timeline states: “The Contractor shall implement the solution no later than three (3) months after award and receipt of Purchase Order.”

Does the State have staff and resources allocated to support this aggressive timeline? If so, how many State personnel will be involved in the solution implementation?

STATE’S RESPONSE: The timeline of implementation is based on a grant schedule. The State will have a limited number (2-3) of personnel involved and this staff will work closely with an advisory council and Help Me Grow SC during the development and implementation.

VENDOR QUESTION 19: Could the State share any details as to why the project needs to be completed by 8/31/2025? (i.e. Another contract expiring, etc..)

STATE’S RESPONSE: The completed date for this solicitation is based on a grant funding timeline.

VENDOR QUESTION 20: Regarding Scope of Work: Is the State able to provide any additional details about the online screening registry forms? Could the State provide a sample form or report that indicates the type of information to be captured, including any business rules for consideration?

STATE’S RESPONSE: The best example is what is currently in place Vermont. A previous user guide can be found at https://www.healthvermont.gov/sites/default/files/documents/pdf/CYF_DevScreeningManual2.1.pdf

VENDOR QUESTION 21: Could the state share a few details on what happens after the screening questionnaire is completed? Is it sent for manual review and scoring or does the system need to provide an initial score and/or route to someone to review?

STATE’S RESPONSE: Once a screening is completed and scored, the results would be entered into the registry based on the tool that was used. The system will not do the scoring or route to someone to review.

VENDOR QUESTION 22: Regarding Scope of Work: Could the State elaborate on what functions and activities the parents/caregivers, partners and medical professionals will need to conduct on the Portal?

STATE’S RESPONSE: Activities for parents include viewing screening history, follow up and referral information, and links to resources related to developmental screenings such as Help Me Grow SC and the CDC’s Learn the Sign’s Act Early Developmental Milestones. Activities for providers include entering screening scores/details, viewing screening history and follow up status.

VENDOR QUESTION 23: Regarding Scope of Work: Could the State elaborate on what functions and activities the users would need to conduct on Mobile devices?

STATE’S RESPONSE: Activities for mobile devices would be mostly view-only and linking to resources.

VENDOR QUESTION 24: Does the system need to support referring a parent to a program and/or allow them to complete an online application?

STATE’S RESPONSE: The system should build and map API for a referral button to the Help Me Grow SC system.

VENDOR QUESTION 25: Could the State provide further details on requirements for the Performance Improvement module?

STATE’S RESPONSE: A performance improvement module would be used to understand how the vendor will make updates to the registry as requested by the State. These updates could be based on registry testing or feedback of registry users. The registry must have the ability to edit and adjust to improve system functionality for users.

https://www.healthvermont.gov/sites/default/files/documents/pdf/CYF_DevScreeningManual2.1.pdf

VENDOR QUESTION 26: Will Contractors receive Personal Health Information from the State of South Carolina, Department of Public Health as part of the services provided under this RFP, that would make the BAA relevant?

STATE’S RESPONSE: There would be PHI entered by users of the registry. There could be PHI shared between the State and the contractor.

VENDOR QUESTION 27: Will external users require training to use the system? If so, how many and what is the preferred approach/method for training these users?

STATE’S RESPONSE: Training would not be required but we would like to provide detailed instructions for registry users. Examples of training materials would be written step-by-step instructions, user guides, and videos walking through the process.

VENDOR QUESTION 28: Does the State have an Organizational Change Management (OCM) plan for this implementation?

STATE’S RESPONSE: There is not an OCM plan for this implementation.

VENDOR QUESTION 29: Does the State have an existing enterprise agreement with Microsoft?

STATE’S RESPONSE: No, the State does not have an existing enterprise agreement with Microsoft.

END OF AMENDMENT ONE