Response to Offeror Questions document.docx

Q&A Document Date: July 11, 2025

Subject: Questions & Answers, 25RFP15019

In accordance with the subject Request for Proposal (RFP), the following are answers to questions which have been submitted prior to 5PM, June 30, 2025. These questions are for informational purposes only; they do not alter the requirements specified within the RFP. Any changes to the RFP will be accomplished by the Office of Procurement Management through an addendum.

*The State's response will be in red font following the Vendor's question.

1. The state lists the length of the contract between September 2025 to April 2026. Can the 2026 JAG-SD Career Development Conference (CDC) be held at any time during this period or does this conference need to be held during a date range?

The 2026 JAG-SD Career Development Conference (CDC) is expected to be held between March 2–13, 2026. Proposals should plan for an event date within that window, subject to final approval by the State.

2. How many day(s) does the State expect the 2026 JAG-SD Career Development Conference (CDC) to last?

One day

3. The Scope of Work notes that participant numbers will be “300+ middle and high school students.” However, to secure an adequately sized venue and create a proposal that takes other logistical considerations into account, what is the maximum number of participants expected to attend this conference during the September 2025-April 2026 award year?

A maximum of 300 participants

4. What venue considerations need to planned into the logistics in terms of number of and capacity of rooms? (e.g. general session rooms, workshop rooms, competition rooms) Previous years included one large space for opening/awards/closing sessions and a minimum of 14 workshop/competition rooms in varying sizes to accommodate competition and session attendees – these rooms should comfortably seat between 6 and 40 participants, depending on the specific activity. Additional spaces may be required for specialized activities, such as tours, student service projects, networking, or staging areas for competitors.

5. 2.1.1 references “coordinate event setup, signage, registration tables, and material distribution.” Will any materials be provided by or distributed by the state, aside from the items mentioned in 2.2.5?

The State will provide digital assets (e.g., logos, branding guidelines, templates, and language for signage), but all physical materials must be produced, transported, and distributed by the contractor, including those listed in 2.2.5. The State will not bring or ship additional printed materials unless otherwise negotiated.

6. 2.1.2 references coordinating “event materials.” What is the number of competitive events to be held?

The 2026 JAG-SD Career Development Conference will include up to 8 competitive events, as outlined in the forthcoming 2026 Competitive Event Manual (to be provided by the State). While the final number and event descriptions may be updated slightly, contractors should plan for materials to support 8 events, including scorecards, signage, timers (if applicable), and supplies needed for judging and staging. The State will provide scoring templates and rubric guidelines.

7. 2.1.2 references “award preparation.” How is award preparation defined? (e.g., purchasing awards, preparing slide shows) The State will provide templates for the awards slideshow and access to the preferred awards vendor. However, the contractor is responsible for preparing the slideshow content, coordinating with the vendor, and covering all associated costs as part of their proposal.

8. 2.1.3 references “breakfast, lunch, and snack breaks.” What is the estimated number of breakfasts, lunches, and snacks that should be figured into the proposal?

Vendors should plan for up to 300 participants, plus additional judges, volunteers, and staff.

· Lunch should be provided for all attendees.

· Snacks should be available during scheduled breaks.

· Breakfast may be a continental-style offering for approximately half attendees.

All meals and refreshments should include options that accommodate common dietary needs and restrictions, in coordination with the venue or catering providers. Meal planning should remain within allowable state per diem rates.

9. 2.1.3. references meals and refreshments being provided at rates “acceptable to the State.” How is this defined?

The current in-state meal reimbursement rates are set by the State of South Dakota. Travel Reimbursement FY2025

10. 2.1.4 references “developing and managing a registration system.” Is the use of Headrush Learning permissible as a registration system?

Yes

11. 2.2.1 references the 2026 Competitive Events Manual. When will this document be available to the successful bidder?

By October 15, 2025

12. 2.2.4 references the state “assisting in development of the conference program?” What does this entail? (e.g., What parts of the conference program will be the responsibility of the bidder and what will be the responsibility of the State?)

The State will collaborate with the contractor to develop the conference program, but the contractor is responsible for leading its production and finalization.

The contractor is responsible for:

· Developing the draft program schedule and layout

· Incorporating confirmed session descriptions, speaker bios, and logistical details

· Formatting the program for print or digital distribution

· Printing and delivering physical copies for the event (if applicable) The State will:

· Provide guidance on session topics and help secure session leads

· Review and approve all content

· Provide logos, branding, and style guidelines

· Coordinate internal programming, such as officer elections or recognitions The final responsibility for assembling and distributing the full conference program lies with the contractor.