Response to Offeror Questions document.docx

SOUTH DAKOTA BOARD OF REGENTS

EXECUTIVE DIRECTORS OFFICE

306 EAST CAPITOL AVENUE, SUITE 200

PIERRE, SD 57501-2545

PROPOSALS WILL BE OPENED November 15, 2025

RFP #: SDBOR10072025 BUYER: Janice Minder PHONE: (605)773-3455 From RFP:

1.11 VENDOR INQUIRIES

Vendors may make written or email inquiries concerning this RFP to obtain clarification of requirements. No inquiries will be accepted after the date and time indicated in the Schedule of Activities. Email inquiries must be sent to Janice.Minder@sdbor.edu with the subject line: “RFP #SDBOR10072025”.

SDBOR/Academic Affairs will respond to offeror’s inquiries (if required) via e-mail. In addition, all inquiries and the State’s response will be posted on the state’s e-procurement system. Offerors may not rely on any other statements, either of a written or oral nature, that alter any specification or other term or condition of this RFP. Offerors will be notified in the same manner as indicated above regarding any modifications to this RFP.

Questions Received.

Q1. Can you please send related materials and/or the invitation to the bid portal to rfp@digital-science.com?

A1. No answer to be submitted.

Q2. If we have exceptions or potential edits to the terms and conditions, can we submit them as an exceptions list or a redline with our response?

A2. A vendor can respond to the RFP and document exceptions to the elements. Rating of the software solution will be based on the desired RFP elements.

Q3. Will questions/answers from all vendors be shared via email with all vendors asking questions? (or just published to https://postingboard.esmsolutions.com/3444a404-3818-494f-84c5-2a850acd7779/eventDetail/17974)?

A3. Per the RFP all responses will be provided on the posting board. An email will be generated to all vendors that submitted questions to go to the posting board to find the responses.

Q4. What is the estimated number of administrative/super users? Per campus, BOR, and total?

A4.

BOR Academic Staff – 4 Estimated BOR Information Systems – 3 Estimated All Campuses Academic Staff 10 Per Campus (60) Estimated All Campuses Information Services – 5 Per Campus (30) Estimated Total 97

Q5. Will SDBOR be responsible for fees resulting from Banner and Cayuse integrations?

A5. Integration will be critical. It will be the responsibility of the vendor to supply a cost analysis that identifies any fees associated per activity/item. The review of the proposals will be evaluated based on section 6.1 of the RFP.

6.1 After determining that a proposal satisfies the mandatory requirements stated in the Request for Proposal, the evaluator(s) shall use subjective judgment in conducting a comparative assessment of the proposal by considering each of the following criteria:

6.1.1 Competitive Cost Structure (Baseline and One-Time) (30%)

6.1.2 Experience and Reliability (10%)

6.1.3 Availability and Access to Technical Support (15%)

6.1.4 Compliance with State, Federal Laws and Regulations (15%)

6.1.5 Functionality (30%)

Q6. Are the anticipated integrations periodic or persistent/real time/continuous?

A6. Unless otherwise specified in the item, respondents should indicate their ability to provide integration on a periodic, regular basis. Respondent should include their ability to provide a persistent/real time interface as an additional consideration.

Q7. What other systems or data sources require integration - and would they be persistent/real time/continuous?

A7. Currently what is anticipated has been incorporated into the RFP (see section 3).

Q8. Is there a concurrent user estimate?

A8. Under general formula, there are a total of 1407 benefit eligible faculty [total faculty users]. We estimate 20% of that population or approximately 280 of the benefit eligible users [active users] are using the system and 10% of that group or 30 benefit eligible faculty will use the system at any given point in time [concurrent users]. This estimate is based on 20% of total users being active and 10% of those active users accessing the system concurrently. This is only an estimate. In addition, I estimate there could be 10 additional concurrent super users of the projected 97 total using the system at a given point in time. So, the total estimated concurrent users is 40. Again, this is an estimate. The responding vendor should consider the user populations provided in preparing their response.

Q9. 3.2B, regarding faculty web pages - Would this be an integration or would the vendor host the pages?

A9. This is an integration to the university website. An example would be like the following: Kurt Hackemer | University of South Dakota