Amendment two.docx

SAP

State of South Carolina

Request for Proposal Amendment 2

Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400024036 09/26/2022 Stephen Pullie, CPM, CPPB 803-429-3012 stephen.pullie@ppp.sc.gov SC Dept. of Probation, Parole and Pardon PO Box 207

COLUMBIA 29202

DESCRIPTION: Risk and Needs Assessment Instrument

USING GOVERNMENTAL UNIT: SC Probation, Parole, and Pardon Service

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

SUBMIT OFFER BY (Opening Date/Time): 10/5/2022 @ 3:00 PM EST 10/10/22 @ 3 PM EST (See "Deadline For Submission Of Offer" provision)

QUESTIONS MUST BE RECEIVED BY: 09/22/2022 10:00:00 AM (REVISED) (See "Questions From Offerors" provision)

NUMBER OF COPIES TO BE SUBMITTED: 1

CONFERENCE TYPE: Pre-Proposal Conference

DATE & TIME: 9/21/2022 / 11:00 AM EST (REVISED)

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

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)

SAP

SAP

AMENDMENT # 2

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]

· Opening date and time modified to 10/10/22 at 3:00 PM EST

Below are answers to the submitted vendor questions

1- The solicitation document seems to contain conflicting information regarding submission of proposals. For example, the face sheet for the solicitation states, “One (1) on-line submission and, if necessary, one (1) Redacted Copy submitted online. Vendors may also submit one (1) clearly marked original and three (3) clearly marked copies to the Procurement Officers address above.” However, on page 3 of the solicitation document, there are instructions that state, “In addition to the offer you submit on-line, the Offerer must submit the following…” and goes on to list a series of hardcopy requirements, including separation of the Technical Proposal and “Price Proposal.”

Answer- Vendors may respond with an online submission following the guidelines detailed in the bid document by providing attachments labeled A) technical response B) Business Proposal C) Redacted technical and business proposals. Bidders may also choose to provide hard copy responses to the attention of the Buyer to SCDPPPS Purchasing, 293 Greystone Blvd., Columbia, SC 29210. This response would include one original technical proposal and three clearly marked copies; one original business proposal and three clearly marked copies; and finally one redacted technical/business proposal.

2- Can The State please clarify the submission requirements?

Answer- This information can be found on pages 29-30 of the bid document in the Section IV Information for Offerors to submit. Offerors are also cautioned to ensure they review and submit the needed attachments with their offer (pages 61-78).

3- Can The State please clarify whether or not online submission is sufficient?

Answer- see #1.

4- Can The State please clarify if the Technical and Business Proposal should be submitted as separate documents?

Answer- see #1.

5- Some of the technical requirements throughout the solicitation seem to indicate that The State is seeking a local installation of the software, on State servers. Please clarify if The State is amenable to considering a cloud-based solution.

Answer- The state is not seeking a cloud-based solution.

6- Can The State please provide clarification on Information Technology Interface Requirements numbered 10 - 12, on page 26 of the solicitation? It seems that requirement #12 is redundant to the last two sentences in requirement #10, and perhaps that Requirement #11 is supposed to be part of Requirement #10. Please clarify.

Answer- requirement #10 pertains to product requirements for system reports and queries needs. Requirement #11 is a continuance of Requirement #10. Requirement #12 pertains to capabilities to support concurrent I/O user loads beyond the concurrent I/O report loads by the same concurrent users referenced in Requirement #10.

7- Can the State identify all other Solutions that an interface is required for?

Answer- Custom business applications are the only solutions that requires an interface. The interface must have the ability to accommodate future expansions of additional or new applications.

8- Name of entity and system being interfaced to?

Answer- Entity is Probation, Parole and Pardon. The system being interfaced are OMS and PIC.

9- One way or both ways? Answer- Both ways

10- Specifications for format? Answer- SQL specifications

11- Translation required? Answer- No translation required There is a SQL schedule tasks that make calls via a utility that grabs and initiation the service.

12- Can the County identify all state reporting interfaces required?

Answer- Yes, the agency can identify all reporting interfaces required. There are two interfaces required for system applications and SQL databases. Once interface is required to make calls to and the other interface make calls from the systems being interfaced to. Each interface runs at a scheduled interval of time to save to the respective system databases.

13- Can you confirm that there is one source of data for conversion?

Answer- There is one source of data.

14- How many cases and images will be converted?

Answer- 30-35,000 cases transmitted.

15- What will be converted from each system?

Answer- Case information is transmitted, not necessarily converted.

16- Number of records and size?

Answer- exact number is unknown. See #14.

17- What is the format of the images to be converted (tif., pdf – single page, multi-page)?

Answer- Currently this is PDF but the contract with that vendor is out for bid/renewal. This could possibly change. Contractor must be able to transmit various standard document types.

18- What is the average document size to be converted: Answer- unknown.

19- What is the projected start date? Answer- December 1, 2022.

20- What is your intended project duration? Answer- this is a one-year contract with four potential one-year renewal options.

21- How many physical locations will be part of the implementation? Answer- Approximately 54.

22- How many cases are processed annually? Answer- See #14.

23- What is the anticipated annual growth of cases processed? Answer- unknown but we have seen a reduction over the last five years due to process changes.

24- Does the RFP accurately represent the number of concurrent users listed as 200? Answer- yes.

25- Do you have a preference between Hosted or On-premises solution? Answer- on premise.

26- Train-the-trainer or end user? Answer- Train the trainer.

27- Document/Template Migration – internal forms and templates?

If yes, specifics as to quantity/etc. Answer- There is no migration of documents or templates.

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