Response to Offeror Questions document.docx

Responses to Questions from RFP # # 26-0904004-018

1. What are the current and anticipated staffing levels by position and region?

Receptionists

Senior Secretaries

WIC Public Health Assistant

Family Support Specialist

Anticipated Positions

1. Is there an incumbent contractor, and will incumbent employees’ transition?

· Incumbent Contractor: Yes, there is an incumbent contractor.

· Incumbent Employees: Yes, we would like for the incumbent employees to transition to new vendor if possible.

1. What are the expected time-to-fill and vacancy performance expectations?

· Aim for no more than 30-day vacancy for direct service roles (Secretaries, WPHA’s, Family Support Specialists)

· For highly specialized roles (Program specialist), no more than 90 days if candidate pools are limited.

· At least one applicant within 7–10 days of posting.

· Aim for 85–95% of positions filled.

· At least 3 qualified candidates in active consideration for each open role.

1. Will the State provide office space, equipment, and system access?

· The State will provide office space, equipment and system access.

1. What background checks and pre-employment screenings are required?

· Background checks are not required by the State of South Dakota.

· Screening for technical abilities, such as use of Microsoft Teams, Microsoft Office, and previous computer systems use is preferred. Candidates must demonstrate strong customer service and communication skills while maintaining a professional and courteous attitude are strongly encouraged.

1. What costs should be included in the budget proposal versus reimbursed separately?

· Please refer to Appendix C for the budget template and Section 7.0: Cost Proposal of the RFP.

1. Are there any required KPIs or SLAs that will be used to measure contractor performance?

Staffing Levels and Availability:

The Contractor shall maintain staffing levels necessary to meet all service requirements.

Recruitment, Onboarding, and Training:

The Contractor shall ensure that all personnel are appropriately trained and qualified.

Performance and Workforce Management:

The Contractor is responsible for effective supervision, management, and evaluation of all personnel assigned under this contract.

# of Staff leaving ÷ Average number of Staff for that year = Staff Turnover

Service Quality and Accuracy:

The Contractor shall deliver services in accordance with Agency standards, policies, and regulatory requirements.

Reporting and Communication Requirements:

Compliance with Laws, Regulations, and Policies:

The Contractor shall ensure that all personnel comply with applicable federal, state, and local regulations, as well as all Agency policies and procedures.

Performance Remedies:

If the Contractor fails to meet performance standards.

1. What is the expected transition timeline and onboarding process for contractor personnel?

· Transition time will be 1 month of notification of award.

1. Will multiple contracts be awarded, or is a single statewide award anticipated?

· One single statewide award

1. Can the State provide historical staffing levels and annual hiring/turnover data to assist offerors in preparing realistic staffing and pricing models?

· In FY25, the turnover rate for State full time employees was 8.3%.

1. Can the State provide the relative weighting or importance of the evaluation criteria identified in Section 6, or confirm whether all criteria will be evaluated equally?

· Please see attached RFP Scoring Worksheet – WIC Services RFP.

1. Will contractor personnel require access to State systems containing protected health information (PHI), and if so, what security requirements apply?

· Yes, they will require access to State Systems containing PHI. Security is handled through our Bureau of Information and Technology (BIT).

1. Who will have final authority regarding employee performance evaluations and termination decisions?

· The Contractor will have final authority. However, the State reserves the right to request not to work with an employee who is retained and not meeting requirements of the position.

1. Are contractor employees compensated during mandatory State-sponsored training?

· Yes, contract employees will be compensated during mandatory state sponsored training.

1. Will training be delivered virtually, onsite, or through a combination of both?

· Combination of both

1. Will the State provide office space, computers, phones, network access, and other equipment for contractor personnel, or should these costs be included in the proposal?

· Yes, the State will provide all equipment for the employee to perform the duties of the position.

1. Who is responsible for providing office supplies and consumables used by contractor personnel?

· The State will provide these supplies and consumables for contract personnel.

1. Please provide a list of all current WIC clinic locations, satellite offices, and mobile service locations where contractor personnel may be assigned.

· Please see Appendix B – WIC Service Delivery Map of the RFP.

1. Please clarify whether contractor personnel will primarily work onsite, remotely, or in a hybrid environment.

· All contract personnel will primarily work onsite to deliver services. However, at times remote and hybrid service delivery will be needed.

1. Does the 30-mile proximity requirement apply to all positions or only to staff providing direct participant services?

· The 30-mile proximity applies to staff provide direct participant services. However, all employees must reside in South Dakota.

1. Does the State have target performance metrics for recruitment, such as expected time-to-fill vacancies or maximum vacancy duration?

· Please refer to the answer in question #3.

1. Is the State seeking one contractor to provide statewide staffing services, or may multiple awards be made by region or service area?

· Please refer to the answer in question #9.

1. Please clarify whether staffing quantities provided in the budget template represent current staffing levels, anticipated staffing levels, or maximum contract capacity.

· The budget template does not include any staffing levels.

· Please reference question #1 for current and anticipated staffing levels.

1. What was the annual and total spend for the current contract?

· The current contract is available to view at https://open.sd.gov/. The current contract does not have the same requirements as indicated in the Request for Proposal.

1. What is the anticipated annual and total spend for this contract?

· The anticipated annual and total spend for this contract will be determined based on the contractor’s proposed approach, staffing plan, and operational model. The contractor should provide a detailed cost estimate that outlines the expenses required to fully operationalize and maintain staffing, as outlined in this RFP. This estimate should include projected annual costs as well as the total cost over the full contract period.

1. Can the Vendor bid on some of the positions?

· No, please bid on the entire RFP requirements.

1. Is there any local preference?

· Please reference RFP section: 6.1.4 and 6.1.5

1. How many positions will be required per year or throughout the contract term?

· Please reference Question #1.

1. Which position is required the most?

· All positions are required with emphasis on direct service positions.

1. In case of multiple awards, what shall be the process of sharing requirements?

· The anticipated annual and total spend for this contract will be determined based on the contractor’s proposed approach, staffing plan, and operational model. The contractor should provide a detailed cost estimate that outlines the expenses required to fully operationalize and maintain staffing, as outlined in this RFP. This estimate should include projected annual costs as well as the total cost over the full contract period.

1. What is the minimum wage that needs to be provided to the temporary employees?

· We are not considering temporary employees for this contract The selected entity will be responsible for hiring all staff directly; therefore, minimum wage requirement for temporary employees do not apply.

1. Does the State require certificate of insurance after award?

· Yes

1. Will local vendors be provided additional points in evaluation?

· Please see attached RFP Scoring Worksheet – WIC Services RFP

1. Are you having trouble finding the talent you need?

33. This is the responsibility of the contractor to determine how to recruit appropriate applicants for all positions.

1. Has worker quality been an issue for you?

· Worker quality is important and has been a concern. For this RFP, the most important factor is implementing a thorough vetting process to ensure applicants have a strong understanding of the position and its requirements. A structured vetting process helps confirm that workers possess the necessary skills, experience, professionalism, and reliability to meet contractual expectations.

Examples of Vetting Criteria:

• Verification of required certifications, licenses, or credentials.

• Confirmation of relevant work experience and documented performance in similar roles.

• Assessment of knowledge related to program requirements, job duties, and compliance standards.

• Evaluation of communication skills, professionalism, and ability to work with diverse populations.

• Availability and reliability indicators, such as previous attendance records or references.

• Technical or role-specific skill assessments to confirm competency.

Examples of Vetting Steps/Processes:

• Conduct structured interviews focusing on job-specific knowledge and situational problem-solving.

• Administer skills tests, written assessments, or job simulations to measure capability.

• Request and review professional references from past supervisors or clients.

• Perform background and credential verifications through a standardized screening process.

• Use a scoring rubric to objectively compare candidates based on qualifications and fit for the role.

• Require completion of orientation or pre-employment training modules to assess readiness.

• Evaluate candidates’ understanding of contractual obligations, attendance expectations, and service standards.

1. What kind of turnover levels are you currently experiencing within your program?

· The turnover rate with the current incumbent contractor is over 40%

1. What are the strengths and weaknesses of your current program?

· Training is both a strength and weakness. The training for the positions takes approximately 6 weeks to 3 months to complete and is extensive. Although extensive, employees feel prepared to complete the duties of the position.

1. What are current benefits being provided to the candidates?

· Annual and Sick Leave

1. What benefits does State require the firms to provide to the candidates?

· Please see Section 3.6 of the RFP

1. Which candidates are eligible for benefits?

39. Please see Section 3.6 of the RFP

1. Are “Travel” and “equipment cost” to be added

· Please reference Appendix C – RFP WIC Services budget of the RFP.

1. Please clarify what is to be provided in “% effort”, “Salary”, “Retirement”, “Benefits” in the budget excel?

· This should indicate the Full Time Employee (FTE) at 100%

1. Please provide the date by when a request for SFTP folder is to be provided as in cannot be identified in Section 1.4

· If your proposal is larger than 20 MB this request for SFTP must be submitted prior to August 10th, 2026.

1. Can additional position titles be added in the budget proposal apart from those mentioned?

· Yes, additional position titles may be included in the budget proposal. Please clearly identify the title, describe the need for the position, and specify the amount of time the role will be dedicated to supporting contract services.

1. Please clarify which requirement in the RFP is being referred to be address in section “5.2.3.2. A specific point-by-point response, in the order listed, to each requirement in the RFP. The response should identify each requirement being addressed as enumerated in the RFP.”

· The Scope of Work response.

1. Is a single agency required to provide services in multiple counties within the five designated WIC regions?

· Yes, the single agency is required to provide services in multiple counties within the five designated regions.

1. Please clarify who are eligible for “paid time off, health insurance, transportation, and retirement benefits options.”

· All employees supporting this contract should be eligible.

· Please see Section 3.6 of the RFP.

1. What was the annual spend for the previous year on this Project?

· This request cannot be addressed as the proposal is structured differently from the current incumbent contractor proposal.

1. If this is a new Contract, what is the annual Budget for this?

48. See questions 24 and 25 above.

1. Can you please give us an extension of 1-2 weeks to submit our proposal?

49. Please see Section 1.4 Schedule of Activities of the RFP.

51. Who are previous incumbents on this project?

· Career Match Government Solutions

1. What are the challenges or pain points you are facing with the current contractor?

· Not relevant to this RFP.

1. How should annual increases be included in the cost proposal?

· Please reference section 1.13 of the RFP. Annual increases may not exceed the State’s inflationary increase or be more than a 5% increase year to year.

54. Will the awarded Offeror have the opportunity to negotiate the State’s terms and conditions? Should proposed modifications to the State’s terms and conditions be included in the proposal?

· Negotiations of the State’s terms and conditions will be a part of the contract negotiations process.

55. How many positions per role (e.g., one Receptionist per region) is the State seeking to hire? Should multiple positions per role be included in the cost proposal?

· Please see questions 1 for current and anticipated staffing levels.

56. Could the State please clarify the proposed staffs’ schedules (e.g., 8:30am-5pm) and whether proposed staff will have standard hours per week (e.g., full-time 40 hours or part-time 20 hours) or varying schedules?

· All positions must be full-time, 40 hours per week.

57. In the event an employee calls out sick, is the vendor expected to provide coverage?

· The Vendor will work with the Region Manager or Team Lead to address coverage needs when employees call out sick. The State will make all efforts to cover the priority needs for the day. Employees will be expected to cover caseload when returning to work.

58. Are Offerors able to submit cost proposals that include salaries exceeding the current compensation rates within the cost proposal template?

· No salary ranges were provided within the cost proposal.

· Salary Ranges based on State positions that can be used for cost proposals include the following.

59. Section 1.13 states: "If the entity expects costs to increase in subsequent years, the increases will not exceed the rate increase approved during Legislative session." Does this apply to the total contract amount or only to personnel costs?

· Personnel costs

· Additionally, our negotiated indirect cost rate is recalculated annually and may increase or decrease based on the approved methodology. Is the annual indirect cost rate adjustment considered separately from the legislative rate increase described in Section 1.13?

· Yes.

60. Staffing: Can the Department provide the current staffing model, including the number of FTEs by position and the current work location (region/city) for each position? Additionally, are there any known vacancies, anticipated staffing changes, or planned position additions or reductions that should be considered in preparing the proposal?

· See question #1.

61. Cost Proposal: Will the State provide computers and other necessary technology/equipment for contractor staff, or should offerors include those costs in the cost proposal?

· See question #16.

62. Section 4.3 requests information related to "at least three previous and current service/contracts." Should offerors provide three contracts total, or three previous and three current contracts (six total)?

· Provide three contracts, with at least one being a current contract.

63. What is the naming convention and formatting requirements for the RFP Proposal Submission?

· Please reference RFP section 1.5

64. Where can the electronic proposal be sent? Please send to

· Rhonda.Buntrock@state.sd.us