Response to Offeror Questions document.pdf

RFP Inquiries and Responses for South Dakota Board of Nursing Request for Proposals to Provide Services to Administer a Certified Nurse Aide Knowledge Exam

RFP# 26-0920600-006

Question Number

RFP Page Number

RFP Section Reference Number

RFP Text RFP Question/Clarification State / Board of Nursing (Board) Response

1 2, 4 1.1, 3.0 Purpose of RFP/ Scope of Work Can you please send me what you are looking for?

The Board is seeking a vendor to perform the duties listed in Section 3.0, for the development and administration of a CNA knowledge exam that meet requirements in ARSD 20:48:16:09.

2 2 1.4

All proposals must be completed and received in the South Dakota Board of Nursing office by the date and time indicated in the Schedule of Activities.

Proposals received after the deadline will be late and ineligible for consideration.

One electronic original of the proposal and 3 paper copies of the proposal shall be submitted.

Paper copies: Would South Dakota Department of Health be willing to reconsider options to paper copies of the proposal response, allowing vendors to submit electronic (pdf) proposals via email only?

If hard copies are required, can they be shipped on the same day as the proposal due date? Otherwise, to allow for shipping time the paper copies need to be shipped earlier.

No.

Yes, the paper copies of the proposal may be shipped on the same day as the proposal due date.

3 2 1.4

Cost proposal for fees to be charged to test candidates and test proctors must be in a separate sealed envelope and labeled “Cost Proposal”.

Cost Proposal: How would South Dakota Department of Health want bidders to address the request to submit the Cost proposal in a separate sealed envelope for the electronic copy?

The separate sealed envelope containing the cost proposal should be submitted with the paper copies of the proposal.

4 3-4 1.7, 1.8, 1.9

BUSINESS WITH A PROHIBITED ENTITY;

BUSINESS THAT BOYCOTTS PERSON OR

ENTITY OF ISRAELI ORIGIN; CERTIFICATION OF

NO STATE LEGISLATOR INTEREST

Statements: Does South Dakota Department of Health want bidders to add statements addressing items 1.7- 1.9?

Yes.

5 5 1.3, 1.13

The first contract to implement the exam shall begin January 2, 2026. The State shall have the option to renew the agreement annually on June 1 under the same terms for eight years.

Length of Contract: Please clarify the Schedule of Activities. If the decision date is December 2, 2025, is the expectation that the first exams would be ready for delivery on January 2, 2026? What is the timeline for contract finalization?

January 2, 2026, is not the expected date for the delivery of the first exams. The Board is willing to work with a vendor to establish a date for the delivery of the first exams. January 2nd is the anticipated date that the Board would like to have the first signed contract, which will expire on May 31, 2026.

Subsequent contracts are signed annually, effective June 1.

RFP Page Number

RFP Section Reference Number

RFP Text RFP Question/Clarification State / Board of Nursing (Board) Response

6 5 2.4

The State will make payment for services upon satisfactory completion of the services.

The TOTAL CONTRACT AMOUNT is an amount not to exceed $0. The State will not pay Contractor's expenses as a separate item.

Payment will be made pursuant to itemized invoices submitted with a signed state voucher. Payment will be made consistent with SDCL ch. 5-26.

Standard Contract Terms and Conditions: Section 2.0- Section 2.4 indicates a total contract amount not to exceed $0, but also indicates an invoicing process, which seems to be in conflict. Are fees collected directly from candidates by the vendor? Or will the vendor invoice the State?

Yes, fees should be collected directly from test candidates by the vendor.

No, the vendor will not be invoicing the Board or State.

7 10 3.2.3 Coordinate administration of a proctored online knowledge exam, including the option to administer the exam orally.

Scope of Work: Please clarify if by online delivery you mean through live remote proctoring, administration in fixed brick-and-mortar test centers, or administration in specific locations such as training programs.

The vendor’s proposal should describe how the vendor’s exam will be administered in an online format, using test proctors.

Fixed locations, specific locations, or live remote proctoring are acceptable. The proposal should describe how exam security is maintained for the delivery location(s) allowed by the vendor.

8 10 3.2.5 Administer the online knowledge exam in a secure and confidential manner.

Scope of Work: Section 3.2.5 requires the administration of the online knowledge exam. Please provide exam volumes by month by locations within South Dakota for 2023, 2024, and 2025 year to date.

The exam was administered online in various South Dakota locations. The Board’s data on the volume of individuals administered the written exam and added to the CNA registry in 2023: 1,314; in 2024: 1,527; and in 2025 to date: 1,263.

9 10 3.2.6 Score the knowledge exam and report the results to the nurse aide test candidate and the Board.

Scope of Work: Section 3.2.6 requires exam results to be reported to the Board. Please provide a sample format for the report, including all required data fields and the timing of reports (daily/weekly/monthly?)

The Board currently receives a report on a daily basis in a .txt format. The Board is willing to work with a vendor regarding the formatting and spacing of file. The data fields currently received include SSN, First and Last Name, Address, Birthdate, Gender, Race; Knowledge Exam Date, Exam Result (a passing score of 75% is required).

10 10 3.2.12 Provide exam resources for nurse aide test candidates.

Scope of Work, Section 3.2.12: Please identify what is meant by “exam resources for nurse aide test candidates”?

A vendor should describe the resources that may be available to a student to help a student understand the testing process;

for example: eligibility criteria to sit for the exam, registration process, cancellation or rescheduling processes, exam content areas, sample questions, scoring, and results processes.

11 12 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 Specialized expertise, capabilities, and

technical competence as demonstrated by the proposed approach and methodology to meet the project requirements;

Proposal Evaluation and Award Process:

For the 7 evaluative criteria identified can the weightings assigned to each be identified?

A maximum weight of 100 points will be assigned to each of the following criteria areas:

6.1.1 (RFP Sections 3.2.1, 3.2.2, 5.2.6, & 6.3),

6.1.2 (RFP Sections: 3.2.3, 3.2.4, 3.2.5, 3.2.6, & 5.2.5),

6.1.3 (RFP Sections: 3.2.7, 4.1, 4.4, & 5.2.4,

6.1.4 (RFP Sections: 3.2.8, 3.2.9, & 3.2.10), and

A maximum of 60 points for each of the following areas:

6.1.5 (RFP Sections: 3.2.11, & 3.2.12),

6.1.6 (RFP Sections: 3.2.13, & 5.2.3.1), and

6.1.7 (RFP Sections: 4.4, & 6.2).

RFP Page Number

RFP Section Reference Number

RFP Text RFP Question/Clarification State / Board of Nursing (Board) Response

6.1.2 Resources available to perform the

work, including any specialized services, within the specified time limits for the project;

6.1.3 Record of past performance, including

price and cost data from previous projects, quality of work, ability to meet schedules, cost control, and contract administration;

6.1.4 Availability to the project locale;

6.1.5 Familiarity with the project locale;

6.1.6 Proposed project management

techniques; and

6.1.7 Ability and proven history in handling

special project constraints.