Response to Offeror Questions document.docx
DOCX document 22 KB Posted
- Solicitation number
- 25RFP-25-0901005-018
- Issued by
- Minnehaha County, South Dakota
About this file
The document is a Response to Offeror Questions for a Request for Proposal (RFP) issued by the South Dakota Department of Health, Division of Healthcare Access, Office of Public Health Preparedness & Response. The RFP seeks a cloud-based Public Health & Medical Emergency Incident Management Software solution covering five project areas: Incident Management, Volunteer Registry and Management, Health Alert Network Operations, Patient Tracking, and Bed Availability Tracking. The proposal is due on June 16, 2025, at 11:59 p.m. Central Time, with an expected project start date of September 1, 2025, and completion prior to June 1, 2026. The initial contract term is one year, with potential for up to 10 one-year extensions. The software must support 1,500 concurrent users, integrate with hospital EMR systems, and provide comprehensive incident management capabilities across various healthcare entities.
The estimated budget range is $25,000 to $200,000 annually, with an existing incumbent vendor currently providing similar services. The RFP is open to vendors licensed to work in South Dakota, with no specific set-asides or local preferences. Vendors can propose solutions for any combination of the project areas and must provide comprehensive cost proposals including one-time, annual, and ongoing expenses. Proof of insurance is required upon contract execution, and the system must support integration with the state's Document Management System. Training will be a combination of on-site and virtual, targeting end-users, customer administrators, and up to 12 train-the-trainer participants. The Bureau of Information and Telecommunications will provide final vendor approval, with evaluation criteria focusing on technical capabilities, project experience, team qualifications, and cost.
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Other files
| File | Type | Posted |
|---|---|---|
| Contractor Security Acknowledgement Form 2022 BIT Attachment 2.docx | DOCX document | |
| BIT Attachment.pdf | ||
| Appendix B.docx | DOCX document | |
| Appendix A.pdf | ||
| RFP Document.pdf | ||
| Contractor Security Acknowledgement Form 2022 BIT Attachment 2.docx | DOCX document | |
| Appendix A.pdf | ||
| BIT Attachment.pdf | ||
| RFP Document.pdf | ||
| Appendix B.docx | DOCX document |
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Text version
STATE OF SOUTH DAKOTA
INFORMATION TECHNOLOGY (IT) RFP
SOUTH DAKOTA DEPARTMENT OF HEALTH/DIVISION OF HEALTHCARE ACCESS OFFICE OF PUBLIC HEALTH PREPAREDNESS & RESPONSE
4101 W. 38TH STREET, SUITE 102 SIOUX FALLS, SD 57106
PUBLIC HEALTH & MEDICAL EMERGENCY INCIDENT MANAGEMENT SOFTWARE
RFP # 25-0901005-018
Response to Offerors Questions
Q: What is the estimated budget range for this project?
A: $25,000 - $200,000, annually
Q: Are there any incumbent vendors currently providing similar services to the state under this RFP?
A: Yes, we currently contract with a vendor for these services.
Q: Could you let us know if you have a local preference or are you open to a Canadian agency that has done similar work with clients across the United States, with some currently being the States of California, Colorado and Wyoming?
A: This RFP is open to anyone licensed to work in the State of South Dakota.
Q: Please indicate if there are any special business registrations required for vendors to do business with State of South Dakota DOH if awarded a contract.
A: The offeror is responsible for researching this and being registered to conduct business in the State of South Dakota. Information for offerors/vendors is available at https://boa.sd.gov/central-services/procurement-management/default.aspx.
Q: Are respondents required to address how they will comply with all areas of Section 4 (IT Requirements) individually, or should they only note any requirements that cannot be complied with?
A: Yes, please respond to each area individually. The offeror must indicate in its response any issues it has with specific IT requirements.
Q: Is proof of insurance required at the time of proposal submission, or can it be provided after award but prior to contract execution?
A: Proof of insurance is required after award with contract execution.
Q: How many notification recipients do you anticipate for the HAN?
A: Approximately 3,800 with an option to expand.
Q: Do you have an existing patient tracking system, and if so, what are its limitations?
A: We have an existing patient tracking system. We have found it difficult to adapt to our needs.
Q: The Posting Board indicates a due date time of June 17th 12:59AM ET; however, the RFP document states Proposals are due no later than June 16, 2025. Which date is correct?
A: The RFP submissions are due June 16, 2025, at 11:59 p.m. Central Time. The Posting Board may adjust for your local time.
Q: BCG respectfully requests a 2-week extension to the proposal deadline to ensure we fully understand and address the requirements for each project area.
A: No extensions will be provided.
Q: The RFP provides requirements for both State-hosted solutions and Vendor-hosted solutions. Does the state have a preference for one over the other?
A: There is no preference on hosting.
Q: Scope of work requirement # 3.2.3 states a need to support 1,500 concurrent users. Is this number a peak number for an emergency/gray sky day? Does the State have an expected number of concurrent daily users for blue sky days?
A: 1,500 is an estimated peak number. We have had as many as 250 concurrent daily users on blue sky days.
Q: Scope of work requirement # 3.6.4 is unclear to us, could the State provide additional context or re-word it for clarity?
A: The software must support Incident Management during emergency operation and response, and normal operational times.
Q: Scope of work requirement # 3.7.5 indicates that the system should automatically integrate census data from EMR providers to populate a patient manifest.
· What EMR providers and products are the State looking to integrate with?
A: We are asking the system to integrate with hospital EMR’s used in the state of South Dakota.
· Can the State please provide additional use case information regarding creating and tracking patient manifests in the incident management platform. What functionality is desired.
A: The system should be able to capture bed availability and patient census and populate that into a patient tracking and hospital bed availability manifest.
Q: Scope of work requirement # 3.7.13. Could the State please provide additional use case information regarding integrating with the State’s Document Management System (FileDirector). What functionality is desired?
A: The proposed IMS software shall have a method to store documents and link them to incidents, critical infrastructure and key resources (CIKR), and missions at a minimum. The proposed IMS software shall have the ability to integrate with the State’s Document Management System (FileDirector) using APIs.
Q: Section 4.1 provides a list of Project Management related plans and documents that the State requires. Do these plans need to be included with the offerors’ proposals, or only provided by the selected offeror upon notice of award? Including these documents with proposals will expand the page count of proposals substantially. Additionally details for each plan cannot be completed without further discussion between the State and the selected offeror.
A: As stated in Section 4.1, the offeror’s proposal must include the plans listed.
Q: This RFP asks for a commercially available IMS solution. However, Section 2.16 of the Terms and Conditions states that the contractor agrees that all software system programs, source code, etc. shall belong to and is the property of the State. This is not applicable to commercial software. Would the State be willing to adjust its terms language to state all rights to pre-existing intellectual property will remain with the vender? Or would the State agree to an Escrow of software code instead of IP ownership?
A: As stated in Section 2, the offeror must indicate in its response any issues it has with specific contract terms.
Q: Section 7 – Cost Proposal. Can offerors provide their own cost table or adjust / re-label the cost chart provided to better fit their pricing model (e.g. vendor hosted cloud solution)?
A: Offerors can provide their own cost tables provided they provide the information requested in the RFP.
Q: What is the expected project start date?
A: September 1, 2025
Q: What is the expected project completion date / system go live?
A: Prior to June 1, 2026
Q: Please clarify how many users the vendor will need to train in the following categories: End-User, Customer Administrators, Train-the-Trainer?
A: End-users: all end users, Customer Administrators: this will be dependent upon the selected systems; Train-the-Trainer: Up to 12
Q: Please clarify, do you prefer onsite instructor-led training at the State's facility or virtual training?
A: Training can be a combination of both on-site and virtual.
Q: Can vendors include additional content such as an appendix with diagrams/graphics to help illustrate our narrative responses?
A: Additional content can be included with the proposal to help demonstrate the offerors capabilities, etc.
Q: Is your organization eligible to purchase products from GSA Multiple Award Schedule (Schedule 70)?
A: Yes
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