Response to Offeror Questions document.pdf

RFP #25RFP12070 - Acquisition of Staff Augmentation Services

Vendor Questions and State Responses

Question # Question for the State State Response 1 How many Key Personnel do we have to submit at the time of Proposal Submission.

Vendors should submit actual resumes for a typical engagement. The actual number of resources would depend on the engagement and will be in a defined SOW.

2 Do we have to provide resumes for all the skills and roles given.

Vendors should submit actual resumes for a typical engagement. The actual number of resources would depend on the engagement and will be in a defined SOW.

3 What is the total incumbent spend per year on the previous contract?

All contracts since 2020 total $32,301,036.89

4 What is the total number of vendors that were awarded on the previous contract?

19 vendors are on the current preferred list.

5 If this is a new contract, what is the anticipated spend for the next calendar year on this contract?

The maximum budget for the initial contract period for all contracts is $25million.

6 If this is a new contract, what is the reason you are launching this RFP?

To refresh the preferred vendor list for staff augmentation services.

7 How many contingent contractors were hiring from the incumbent vendors on the previous contract collectively, approximately?

All contracts since 2020 total 101 resources engaged.

8 How many roles do you anticipate to submit to the awarded vendors next year, if awarded?

What is the maximum number of vendors that you intend to award?

This will be dependent on the work needed.

The number of vendors to award is to be determined.

9 What are the specific criteria and requirements that vendors must meet to be eligible for the 5% of evaluation points allocated for 'availability to project locale’?

The vendor must be able to get to the project locale if that is required as part of a detailed

SOW.

10 What are the specific criteria and requirements that vendors must meet to be eligible for the 5% of evaluation points allocated for 'familiarity with the project locale’?

The vendor must be familiar with the project locale.

11 Are there any mandatory diversity or set-aside requirements for vendors participating in this bid?

No

12 Is there a required format or limit to the number of resumes that must be submitted with the proposal?

There is no required format, and vendors should submit actual resumes for a typical engagement. The actual number of resources would depend on the engagement and will be in a defined SOW.

Question # Question for the State State Response 13 Can you share incumbent contract details? Contracts can be found at https://open.sd.gov/contracts.aspx and searching for Contract/Grant number contains “21-0131”

14 Could you please confirm whether we need to address Section 4: Resources in our response submission? Specifically, does the vendor need to provide details on the team, key personnel, and approach? If so, in which section should this information be included, as Section 6 does not explicitly mention it? The listed subsections under Section 6 are: 6.1 Statement of Understanding of the Project, 6.2 Corporate Qualifications, 6.3 Relevant Project Experience, 6.6 Background Checks, 7.0 Costs- Please clarify where this information should be incorporated.

Vendors should submit actual resumes for a typical engagement. The actual number of resources would depend on the engagement and will be in a defined SOW

15 Ref. “Has your firm ever done business with the State of South Dakota? If so, please provide references.” Will not providing this reference negatively impact the evaluation criteria?

Yes. If you have done business with the State of South Dakota you will need to provide references.

16 Ref, “When providing references, the reference must include the following information” Pg. 34 how many references are required by the State. Also, it is our understanding that these references can be any government client not specific to the State of South Dakota?

2 or 3 references are acceptable. Any government client will be sufficient, but if you have done business with the State of South Dakota you will need to provide references.

17 While evaluating the “Resources” section, please confirm if the State will review responses to Section 4: Resources requested on Pg.29 of the RFP.

The evaluation criteria is outlined in Section 8.

18 For the section “RELEVANT PROJECT EXPERIENCE” can we also provide references to current projects or is it mandatory to give four references for completed projects only?

Current project references are acceptable.

19 What is the estimated budget for this contract and how many vendors will be awarded this time.

The maximum budget for the initial contract period for all contracts is $25million. The number of vendors to award has not been determined.

20 What was the budget and spent for the previous contract? How many FTEs are currently utilized by the State under this contract?

All contracts since 2020 total $32,301,036.89 and consists of 101 resources engaged.

https://open.sd.gov/contracts.aspx

21 The RFP mentions a wide range of

ServiceNow products. Could you elaborate on which specific ServiceNow modules are currently in use by the State, and which ones are planned for implementation in the near future?

ServiceNow ITSM, ITOM, GRC and CSM/PSDS are some of the current modules. Future modules will be determined on agency needs.

22 While the RFP lists Azure, AWS, and ServiceNow, is there a particular cloud platform that the State is prioritizing for its IT staff augmentation needs?

Understanding your focus will allow us to highlight our expertise in the most relevant areas.

Additionally, is there a preferred DevOps structure currently in place?

Azure is the State’s preferred cloud platform as Microsoft technologies/services are heavily used.

There is a DevOps structure in place.

23 Given the emphasis on data security and compliance in the RFP, could you provide more details about the specific regulatory requirements and industry standards that the State must adhere to? This information will help us ensure our proposed personnel have the necessary certifications and experience.

Regulatory requirements and industry standards depend on the solution and the types of data. These requirements would be in a detailed SOW.

24 The RFP mentions a "team approach" involving BIT staff, agency staff, and vendor staff. Could you shed light on the typical team structure and communication channels used in previous IT staff augmentation engagements? This will help us understand how our resources will integrate and collaborate effectively within your existing teams.

The team structure will depend on the size and complexity of any engagement and will vary.

25 Is the vendor expected to provide business and technical analysis and develop a migration strategy from legacy systems to the new cloud solution?

The State will define the scope of work for each engagement.

26 How will you address the needs of agencies that currently use systems other than EmpowHR?

The State does not use EmpowHR.

27 What are the plans for integrating the new system with existing applications?

Unsure what “new system” is being referenced here.

28 What training and support is expected to be provided to employees, HR staff, and agency personnel? Will this be provided by vendor?

If the State requires training, that will be part of the scope of any engagement and specified in a detailed SOW.

29 What is the expected timeline for background checks and security clearances for new resources?

Background checks for staff engaged with a SOW takes approximately 4-6 weeks and is facilitated by the State.

30 Are there specific security training requirements that must be completed before resources can begin work?

This will depend on the engagement and will be specified in any request for staff.

31 What is the expected split between on-site and remote work for different roles?

This will depend on the engagement and will be in a detailed SOW.

32 Are there specific roles that require mandatory on-site presence?

This will depend on the engagement and will be in a detailed SOW.

33 For remote work, are there any state-specific residency requirements?

No, but must be in the United States.

34 Will resources have access to development/test environments separate from production?

Yes

35 What tools are provided by the State for version control, project management, and collaboration?

The State uses Azure DevOps for work item tracking and version control. ServiceNow, Teams and other Microsoft tools are used for project management and collaboration.

36 Are there specific development frameworks or tools that resources must use?

This would be dependent on the SOW and the technology stack needed.

37 What is the expected reporting structure for augmented staff?

This will depend on the engagement and will be in a detailed SOW.

38 How are work assignments and priorities managed?

This will depend on the engagement and will be in a detailed SOW.

39 What project management methodologies are currently in use?

Scrum is the current methodology the State uses.

40 What is the typical lead time required for providing new resources?

2 weeks, keeping in mind that state background checks must be completed prior to onboarding, which take 4-6 weeks to complete.

41 How are resource performance evaluations conducted?

This will depend on the engagement and will be in a detailed SOW.

42 What is the process for resource replacement if needed?

This would consist of a discussion between the state and the vendor providing the resource(s).

43 What is the typical duration of individual resource assignments?

This will depend on the engagement and will be in a detailed SOW.

44 How are time tracking and billing handled? This will depend on the engagement and will be in a detailed SOW.

45 What is the process for extending resource assignments?

An amendment to the SOW will be executed.

46 Are there specific certifications required for certain roles?

This will depend on the engagement and will be in a detailed SOW.

47 What ongoing training requirements exist for placed resources?

If the State requires training, that will be part of the scope of any engagement and specified in a detailed SOW.

48 How are compliance requirements tracked and reported?

These are tracked and reported in Azure DevOps.

49 What is the typical onboarding timeline from resource selection to start date?

4-6 weeks

50 What documentation is required for each resource?

This will depend on the engagement and will be in a detailed SOW.

51 Who provides the required hardware/software for resources?

The State will provide a cloud PC for resources to access state services and data.

52 What are the key performance indicators for resource evaluation?

in a detailed SOW.

53 How is resource performance monitored and reported?

This will depend on the engagement and will be in a detailed SOW.

54 What is the escalation process for performance issues?

This will depend on the engagement and will be in a detailed SOW.

55 What are the expectations for knowledge transfer from existing staff?

This will depend on the engagement and will be in a detailed SOW.

56 How is documentation of processes and procedures handled?

System documentation is created.

57 What are the requirements for transition planning?

This will depend on the engagement and will be in a detailed SOW.

58 How does BIT envision the integration of emerging technologies in its future state?

This is addressed at the senior leadership level and will be incorporated into a detailed SOW if required.

59 Are there specific innovation initiatives that require specialized skill sets?

This is addressed at the senior leadership level and will be incorporated into a detailed SOW if required.

60 What are the key strategic technology initiatives planned for the next 2-3 years?

This is addressed at the senior leadership level and will be incorporated into a detailed SOW if required.

61 How does BIT plan to balance traditional IT skills with emerging technology needs?

This is addressed at the senior leadership level and will be incorporated into a detailed SOW if required.

62 What is the target mix of operations versus transformation-focused resources?

This is addressed at the senior leadership level and will be incorporated into a detailed SOW if required.

63 Are there specific areas where knowledge transfer is critical?

This is addressed at the senior leadership level and will be incorporated into a detailed SOW if required.

64 How does BIT approach the adoption of new technologies and methodologies?

This is addressed at the senior leadership level and will be incorporated into a detailed SOW if required.

65 What frameworks are in place for evaluating and implementing emerging solutions?

This is addressed at the senior leadership level and will be incorporated into a detailed SOW if required.

66 How are proof-of-concept initiatives managed and evaluated?

This is addressed at the senior leadership level and will be incorporated into a detailed SOW if required.

67 What role do augmented staff play in architecture decisions?

If architectural decisions are needed, this would be handled collaboratively with State architects.

68 How are technology standards and patterns established and maintained?

BIT standards are located at https://www.sd.gov/bit

69 What is the process for introducing new technologies or platforms?

This is addressed at the senior leadership level and will be incorporated into a detailed SOW if required.

70 How are centers of excellence organized within BIT?

These are organized as need.

71 What governance models are in place for technical standards?

BIT standards are located at https://www.sd.gov/bit

72 How is technical expertise shared across project teams?

This is accomplished collaboratively.

https://www.sd.gov/bit https://www.sd.gov/bit

73 What metrics are used to measure technical team effectiveness?

This will depend on the engagement and will be in a detailed SOW.

74 How are lessons learned captured and implemented?

This is part of the state’s SDLC process.

75 What processes exist for skill development and certification?

These are internal state processes and do not apply to staff augmentation services.

76 How does BIT prefer to structure strategic staffing partnerships?

This is addressed at the senior leadership level and will be incorporated into a detailed SOW if required.

77 What collaboration tools and platforms are used for team integration?

Teams, SharePoint, Azure DevOps

78 How are cross-functional teams typically organized?

This will depend on the engagement and will be in a detailed SOW.

79 How does BIT measure the success of staffing partnerships?

Ongoing engagements and successful development and implementations.

80 What opportunities exist for innovation and process improvement?

This is addressed at the senior leadership level and will be incorporated into a detailed SOW if required.

81 How can vendors contribute to BIT's strategic objectives beyond staffing?

This is addressed at the senior leadership level and will be incorporated into a detailed SOW if required.

82 What systems are in place for documentation and knowledge sharing?

Teams, SharePoint, Azure DevOps

83 How is institutional knowledge preserved and transferred?

Teams, SharePoint, Azure DevOps, documentation and transition/knowledge sharing activities.

84 What role do vendors play in knowledge management initiatives?

This will depend on the engagement and will be in a detailed SOW.

85 Are there any mandatory diversity or set-aside requirements for vendors participating in this bid?

No

86 Is there a required format or limit to the number of resumes that must be submitted with the proposal?

There is no standard format. Vendors should submit actual resumes for a typical engagement. The actual number of resources would depend on the engagement and will be in a defined SOW.

87 What are your most commonly requested positions?

Mainframe development resources (Natural/ADABS and COBOL/VSAM) and .NET developers

88 Are vendors required to bid on all positions/categories?

No

89 Do you require Resumes of candidates attached to the RFP submission? If yes, do we need to submit actual resumes for selected candidates or sample resume

Vendors should submit actual resumes for a typical engagement. The actual number of resources would depend on the engagement and will be in a defined SOW

90 We assume that resumes and professional references are required for key personnel.

Please confirm which positions are considered key personnel for this section.

Vendors should submit actual resumes for a typical engagement. The actual number of resources would depend on the engagement and will be in a defined SOW

91 What is the budget for the RFP? The maximum budget for the initial contract period for all contracts is $25million.

92 Is this a new RFP, or is there an incumbent vendor?

This is a new RFP. Incumbent vendors are welcome to submit responses to this RFP.

93 Are they satisfied with the current vendor's performance?

Yes

94 If they are dissatisfied, is this RFP being issued to address those issues?

This is a re-solicitation to update/fresh the list of approved vendors for services in section 1.1.3.

95 Could you please share the previously submitted proposal if there is an incumbent?

An Open Records Request with the State of South Dakota must be submitted for this information.

96 What is the contract duration? The contract period, and renewals, are laid out in the RFP.

97 Is this a re-compete RFP? If yes Yes

98 Could you please share the name of Current Suppliers (who are currently providing services to Agency)?

These can be found at https://open.sd.gov/contracts.aspx and searching for Contract/Grant number contains “21-0131”

99 Could you please share current Supplier’s pricing and Proposals?

An Open Records Request with the State of South Dakota must be submitted for this information.

100 When the existing contract was started, and what is the annual monetary spent value of the current contract since inception?

Total Invoiced 2020 – 2021: $75,708.60 Total Invoiced 2021 – 2022: $5,993,754.00 Total Invoiced 2022 – 2023: $7,948,257.87 Total Invoiced 2023 – 2024: $11,680,111.96 Total Invoiced 2024 – 2025: $6,603,204.46

101 How many resources are currently engaged in the current contract?

This varies. All contracts since 2020 total 101 resources engaged.

102 Can you please share the no. of positions served in previous years under this contract?

All contracts since 2020 total 101 resources engaged.

103 Can you please share the amount of business each vendor did under this contract in previous years?

All contracts since 2020 total $32,301,036.89. A breakdown per vendor of the spend is not available at this time.

104 Is there any local preference for this contract?

No

105 What will be the estimated annual budget for this project?

The maximum budget for the initial contract period for all contracts is $25million.

106 Would you be accepting references from public as well as commercial entities?

Yes

107 Does BIT have historical rate benchmarks or predefined rate caps for specific roles?

No

108 What is the expected volume of Statements of Work (SOWs), and is there a minimum work guarantee?

The expected volume of SOW will depend on the need. There is no guarantee of work.

109 What percentage of roles can be remote, and are there location-based restrictions?

This will depend on the engagement and will be

110 Are there any professional certifications required for the roles and if so, what certifications and for which roles?

This will depend on the engagement and will be in a detailed SOW.

111 Can you please provide the name and number of IT positions required for this project?

This will depend on the engagement and will be in a detailed SOW.

112 Is there a mandatory set-aside goal for this solicitation?

This question is unclear.

113 Can you please explain what "Availability to the project locale" refers to in the context of the RFP?

This refers to the ability to be onsite, if required and specified in the SOW, to South Dakota.

114 Can you please explain what "Familiarity to the project locale" refers to in the context of the RFP?

This refers to the ability to be onsite, if required and specified in the SOW, to South Dakota.

115 Does this solicitation requires State Business registration?

No

116 Does this solicitation requires Local Presence in the State of South Dakota?

No, unless required and specified in a detailed

SOW.

117 What is the total spend per incumbent for the duration of the previous contract?

All contracts since 2020 total $32,301,036.89. A breakdown per vendor of the spend is not available at this time.

118 What is the anticipated budget for this contract?

The maximum budget for the initial contract period for all contracts is $25million.

119 How many vendors do you intend to award?

This is yet to be determined.

120 Do you require Resumes of candidates attached to the RFP submission? If yes, do we need to submit actual resumes for selected candidates or sample resume?

Vendors should submit actual resumes for a typical engagement. The actual number of resources would depend on the engagement and will be in a defined SOW

121 What are the exact position titles you are looking for under this RFP?

This will depend on the engagement and will be in a detailed SOW.

122 What are the specific skill sets required for each role?

This will depend on the engagement and will be in a detailed SOW.

123 Do you require full-time, part-time, or on-demand resources?

This will depend on the engagement and will be in a detailed SOW.

124 Will the positions be onsite, remote, or hybrid?

This will depend on the engagement and will be in a detailed SOW.

125 Do we need to submit live resumes of proposed candidates, or can we provide sample resumes?

Vendors should submit actual resumes for a typical engagement. The actual number of resources would depend on the engagement and will be in a defined SOW

126 Are subcontractors allowed? Details regarding subcontractors, and responsibilities, is covered in the RFP, Sections 1.14, 1.15 and Section 2. Section 2 XXVIII specifically calls out the use of subcontractors.

127 Can candidates work on multiple engagements under this contract?

That is possible, but usually services are required at full time levels.

128 What is the expected turnaround time for resource placement?

Background checks for staff engaged with a SOW takes approximately 4-6 weeks and is facilitated by the State.

129 Will there be an interview or technical assessment for candidates?

Yes

130 Are there any restrictions on candidate citizenship or visa status (e.g., H-1B, Green Card, US Citizen)?

The State of South Dakota does not sponsor work visas for new or existing individuals. All persons hired will be required to verify identity and eligibility to work in the United States and provide a completed Employment Eligibility Verification, Form I-9. Candidates will be required to verify their identity and their eligibility to legally work in the United States.

131 What is the process for replacing candidates if they are not performing well?

An amendment to the SOW is executed.

132 Are vendors required to provide any additional tools, software, or certifications for candidates?

No

133 Our understanding is that to meet the requirement in Section 8.1.2 ("The proposed resource must have knowledge and skills identified in Section 1.1.3 Description of Components, excellent customer relations, and experience working in teams"), we may need to propose key personnel with the knowledge and skills identified in Section 1.1.3. Is our understanding correct?

Vendors should submit actual resumes for a typical engagement. The actual number of resources would depend on the engagement and will be in a defined SOW

134 Are key personnel resumes required to be submitted as part of the initial RFP response?

a) If yes, in which section of the response should they be included? For reference, the response sections listed in the RFP include:

• 6.1 Statement of Understanding of Project

• 6.2 Corporate Qualifications

• 6.3 Relevant Project Experience

• 6.6 Background Checks

• 7.0 Costs

b) If resumes are required, do they need to follow the format outlined in Section 4.3, "Staff Resumes and References"?

Vendors should submit actual resumes for a typical engagement. The actual number of resources would depend on the engagement and will be in a defined SOW.

There is no standard format for resumes defined.

135 Based on our understanding of Section 1.1.3, we have identified numerous roles that align with the skills and responsibilities outlined. Should we propose roles based on our understanding of Section 1.1.3 to fill the "Role" in Section 7.1 STAFFING?

Vendors should submit actual resumes for a typical engagement. The actual number of

136 For the Cost Proposal in Section 7, should we assume the roles to be on-site, remote, or provide separate rates for both on-site and remote engagements?

Yes, but the type of engagement will depend on the engagement and will be in a detailed SOW.

137 If the work is onsite, could the State please provide the specific locations where services will be required?

This will depend on the engagement and will be in a detailed SOW.

138 In Section 8.1.1, the evaluation criteria include "cost data from previous projects."

Could the State clarify what specific information is expected here?

This refers to providing your record of past engagements/work/contracts and that should include cost data.

139 In Section 6.3, under "Feedback on Offeror’s Work by Company/Client," does the State require this feedback to be directly filled out by the client, or should the vendor provide client feedback received during the project?

Both if available.

140 Can you please confirm that the required RFP response format consists only of the following sections?

• 6.1 Statement of Understanding of Project

• 6.2 Corporate Qualifications

• 6.3 Relevant Project Experience

• 6.6 Background Checks

7.0 Costs

The response should consist of:

• 6.1 Statement of Understanding

• 6.2 Corporate Qualifications

• 6.3 Relevant Project Experience

• 6.5 Contract Terms

• 6.6 Background Checks

• 7.0 Cost Proposal

141 Are you wanting us to respond to each main category (such as Applications Programming/Development, Consulting/Administrative Services, etc) for which we can provide resources and then give you an hourly rate range for each of these categories?

Vendors should submit actual resumes for a typical engagement. The actual number of resources would depend on the engagement and will be in a defined SOW.

142 In section 7.0 Cost, what sections are you requesting we respond to? Are you just looking for roles and hourly rates for future RFPs? Can our rates be broken into a range or 3 tiers for each role?

Responses should be provided for 7.0, 7.1 and 7.2.

Vendors should submit actual resumes for a typical engagement. The actual number of resources would depend on the engagement and will be in a defined SOW.

Yes, this can be broken down into 3 tiers.

143 Is the $25 million dollar cap for each 2-year term? Is this $25 million per vendor or total for all vendors combined?

The maximum budget for the initial contract period for all contracts is $25million.

144 Is Section 8 Proposal Evaluation and Award Process directed to future RFPs released to selected vendors? (For instance, 8.1.2 Resources would only apply for specific contracts – this RFP does not request resources).

Section 8 is used to evaluate the responses received for this RFP. Future work will be done via a SOW against the Master Service Agreement for vendors that are on the preferred list.

145 What is the estimated budget for this contract?

The maximum budget for the initial contract period for all contracts is $25million.

146 What was the historical spent in past years?

All contracts since 2020 total $32,301,036.89

147 Which positions are most prominently needed under this contract?

Mainframe development resources (Natural/ADABS and COBOL/VSAM) and .NET developers

148 Under corporate qualifications, each questions states “Parent Company”, however, we are a privately held company and does not have a parent company. We function as an independent business entity, with full control over our strategic direction, financial operations, and service commitments. In that case, should we address ourselves and answer all the questions?

Yes

149 Can you please confirm if there are total 7 positions as mentioned below.

Wanted to make sure that I didn’t miss any.

Mainframe System Programming and Applications Programming System Administration and Support Applications Programming/Development Consulting/Administrative Services Cloud Platform: ServiceNow Cloud Platform: Azure and Power Platform Cloud Platform: Amazon Web Services

(AWS)

There are 7 categories, with multiple position/role types under each category that the State may need to engage with.

The actual positions/roles will depend on the engagement and will be in a detailed SOW.

150 Do you need resumes for the above mentioned positions?

Vendors should submit actual resumes for a typical engagement. The actual number of resources would depend on the engagement and will be in a defined SOW

151 Can we have the “STANDARD CONTRACT TERMS AND CONDITIONS” on page 14 to 29 and all the certifications mentioned on page 11, 13 and 14 as a separate document so that our legal/contract team can review the same.

You may use a PDF editor to extract the pages you need. The State will not split documents into separate sections.

152 Please suggest where we can access the questions and the answers of other vendors. Will the Q&A be issued in batches or will all be issued together?

All vendor questions and responses will be posted with the RFP.

153 Also, it is noted that the due date for Responses to Offeror Questions is (5:00PM CST) 02/24/2025 while the proposal submission due date is 2/28. This will give us very less time to review the Q&A and update our proposal accordingly. Please suggest if we can have more time between the Q&A response date and the proposal submission date.

The deadlines are set and will not be adjusted.

The responses have been posted 2 weeks prior to the deadline.

154 We assume that we need to submit sample resumes for the skill-set identified in Section 1.1.3. Please confirm.

Vendors should submit actual resumes for a typical engagement. The actual number of resources would depend on the engagement and will be in a defined SOW

155 Please confirm, how many sample resumes we need to submit for at category level e.g.

Mainframe System Programming and Applications Programming.

Vendors should submit actual resumes for a typical engagement. The actual number of resources would depend on the engagement and will be in a defined SOW

156 Can you confirm if fingerprint-based background checks are mandatory for key personnel as part of the security requirements outlined in the RFP?

State background checks are required for any personnel that access state resources, systems or data.

157 Are resumes of candidates required for the proposal submission? If so, how many per category? Should we submit actual or sample resumes?

Vendors should submit actual resumes for a typical engagement. The actual number of resources would depend on the engagement and will be in a defined SOW

158 Is pricing evaluated as part of the selection process? If so, what percentage is assigned to pricing?

Pricing not part of the evaluation process.

159 Should proposed resources be available at the time of award? or can equivalent candidates be substituted later, subject to approval?

Vendors should submit actual resumes for a typical engagement. The actual number of resources would depend on the engagement and will be in a defined SOW

160 Is it a requirement for candidates to be local to the project site? For non-local candidates, is per diem reimbursement allowed?

This will depend on the engagement and will be in a detailed SOW.

161 How many vendors does the state anticipate awarding contracts to?

This is to be determined

162 Can you clarify the constraints referenced in Section 8.1.7?

Project constraints are the general limitations that you need to account for during the project life cycle: Cost, Resources, Time, Quality, Scope and Risk

163 Does the RFP require past performance references specifically from government clients, or will private sector experience also be considered? If both are acceptable, is there a preference or scoring weight given to government past performance?

Both are acceptable, government past performance is preferred.

164 We are an out of state US based IT Staffing firm. Is it mandatory to complete south dakota sos registration before bidding and do we need to provide the proof of the sos registration completion along with the bid?

No

165 Can we select specific positions to bid on within each category mentioned in Section 1.1.3, or do we need to bid on all positions listed in that category in order to choose one? Is it mandatory to bid for all categories stated in the scope?

Vendors should submit actual resumes for a typical engagement. The actual number of

166 Is the Business Registration Certificate for

South Dakota required to be submitted at the time of RFP submission?

No

167 If we provide a resume for a specific position, do we need to include three professional references for each position selected, as per the requirements for each role?

Vendors should submit actual resumes for a typical engagement. The actual number of resources would depend on the engagement and will be in a defined SOW. References would be for each resume.

168 For the requirement to provide details about four recent projects, can we include past projects that were not awarded but were successfully completed, or do they need to be projects that were specifically awarded through a formal bidding process?

Yes, you can submit references for project work if awarded through formal bidding process or not.

169 What is the set budget allocated for this

RFP?

The maximum budget for the initial contract period for all contracts is $25million.

170 Are there any incumbents available for this

RFP?

Yes. Incumbent vendors are welcome to respond to this RFP.

171 Can we provide proof of insurance after the award, or is it required to be submitted at the time of RFP submission?

Proof of insurance would be required for vendors is selected and added to the preferred vendor list.

172 Does the “Contractor Security Acknowledgement Form 2022 BIT Attachment 2” need to be submitted with the proposal, or is it required only from the selected vendors only at a later stage?

Contractor Security Acknowledgement Form 2022 BIT Attachment 2 would be required for vendors is selected and added to the preferred vendor list.

173 Does BIT expect vendors to submit staff resumes with their proposals?

Vendors should submit actual resumes for a typical engagement. The actual number of resources would depend on the engagement and will be in a defined SOW

174 Is this a new initiative from BIT? Has BIT previously utilized a NASPO ValuePoint agreement for the IT staff augmentation needs of state agencies?

To refresh the preferred vendor list for staff augmentation services.

175 Is the $25 million an annual not-to-exceed (NTE) ceiling or the total ceiling for the contract?

The maximum budget for the initial contract period for all contracts is $25million.

176 Are there specific key performance indicators (KPIs) or metrics that vendors need to meet, such as fill rate, time-to-fill, and retention rate? Additionally, will there be an assessment of the utilization of the vendor pool?

This will depend on the engagement and will be in a detailed SOW.

177 What are the policies regarding overtime, holiday pay, and other forms of additional compensation?

This will depend on the engagement and will be in a detailed SOW.

178 Do all vendors have an equal opportunity to participate in all SOWs, or are they segregated into Tier 1, Tier 2, and Tier 3 vendors?

There is not a tier breakdown for vendors.

Depending on the skills or roles needed, some vendors with specialized resources may be asked individually.

179 How many vendors are currently providing staffing services?

180 Are there specific challenges or gaps with current vendors that BIT aims to address with this RFP?

Limited resources and specialized skills.

181 Is there a ceiling rate that should not be exceeded for the roles listed in the RFP?

No

182 Are current vendors operating under minimum volume commitments or thresholds?

No

183 Are there any preferred technologies or platforms that the State plans to use this resources in the near future?

Not at this time.

184 What is the expected balance between on-site and remote work in USA for the staff augmentation services?

This will depend on the engagement and will be in a detailed SOW.

185 Can you provide more details on the specific mainframe applications and systems currently in use, including versions of z/OS, CICS, and COBOL?

The departments of Social Services, Labor and Transportations have mainframe applications.

The state accounting system is currently a mainframe application. The operating system is being upgraded from zOS 2.4 to zOS 3.1. CICS is version 5.6 and COBOL is 6.0.

186 What are the primary databases in use, and are there specific tools or practices for database management that are preferred?

Microsoft SQL and SQL Service Management Studio. There may be instances where MongoDB, PostgreSQL and the like may be part of an engagement. This will depend on the engagement and will be in a detailed SOW.

187 Are there specific ServiceNow modules or functionalities that are critical for the State's operations, and what level of customization is expected?

ServiceNow ITSM, ITOM, GRC and CSM/PSDS are some of the current modules. Future modules will be determined on agency needs.

188 Can you provide more details on the specific Azure services and Power Platform tools currently in use or planned for future implementation?

This will depend on the engagement and will be in a detailed SOW.

189 Are there any emerging technologies or skill sets that the State anticipates needing in the near future that are not currently listed in the RFP?

Potential emerging technologies may comprise of AI, Data Science, or Data Engineer.

190 Are there specific training programs or certifications that the State expects staff to complete, particularly for new technologies or platforms?

If the State requires training or certifications, that will be part of the scope of any engagement and specified in a detailed SOW.

191 What project management tools and methodologies are currently in use, and are there specific tools that vendors are expected to utilize?

Scrum is the methodology being used in the State. ServiceNow PPM, Teams, Microsoft Project, Azure DevOps are some of the tools that may be utilized. This would depend on the engagement and will be in a detailed SOW.

192 What is the delivery/service model of this

RFP? Is it purely staff augmentation, or is it a mix of staff augmentation and deliverable-based models?

This will depend on the engagement and will be in a detailed SOW.

193 Could you please confirm that as a vendor we need submit only sample Resumes or do we need to submit actual live resumes ?

Vendors should submit actual resumes for a typical engagement. The actual number of resources would depend on the engagement and will be in a defined SOW

194 We are an Illinois-based firm; can we participate in the RFP?

Yes

195 Are you looking for local candidates? Local candidates are not required.

196 Could you provide the job description? This will depend on the engagement and will be in a detailed SOW.

197 Are you looking for time and labor or a fixed bid for this SOW?

This will depend on the engagement and will be in a detailed SOW.

198 Could you share the rate card format? Section 7.1 shows the format of the rate card.

199 Based on Section 7.1 staffing, how many roles are you expecting along with the resumes?

Vendors should submit actual resumes for a typical engagement. The actual number of resources would depend on the engagement and will be in a defined SOW

200 With reference to page 8, if we apply for all 11 roles under Cloud Platform: Azure and Power Platform, do we need to provide 11 resumes?

Vendors should submit actual resumes for a typical engagement. The actual number of resources would depend on the engagement and will be in a defined SOW

201 According to the evaluation criteria, 25% of the score is allocated to resources, and it specifies that the proposed resources must possess the knowledge and skills outlined in Section 1.1.3. Should we include resumes as part of the proposal? If so, where would BIT suggest placing them, considering the proposal format does not have a designated section for resumes?

Vendors should submit actual resumes for a typical engagement as part of your response (See. The actual number of resources would depend on the engagement and will be in a defined SOW

202 If resumes are required, would BIT prefer we submit sample resumes or actual/live resumes of the proposed resources?

Vendors should submit actual resumes for a typical engagement. The actual number of resources would depend on the engagement and will be in a defined SOW

203 Can we include an appendix to provide additional relevant information that is not part of the prescribed submission format but is important to the proposal?

Yes

204 Is it mandatory to complete the TRAVEL AND EXPENDITURE TABLE in the cost proposal? Will it be considered as part of the evaluation?

No. Cost is not part of the evaluation criteria.

205 Section 6.2 – CORPORATE QUALIFICATIONS: You mention providing references, but no specific number is mentioned. How many references are required?

2 or 3 will be sufficient

206 Section 6.3 – RELEVANT PROJECT

EXPERIENCE: The RFP states, "Provide details about four recent projects that the Offeror was awarded and managed through to completion." Can we use projects that are still in progress?

Yes

207 Section 8.1.2 – Resources: The RFP states "The proposed resource must have knowledge and skills identified in Section

1.1.3 – Description of Components, excellent customer relations, and experience working in teams". Does this mean we must propose personnel based on the skills listed in Section 1.1.3? How many personnel should be proposed?

Vendors should submit actual resumes for a typical engagement. The actual number of resources would depend on the engagement and will be in a defined SOW

208 Do we need to propose resources from each of the skill sets and/or roles mentioned in the tables under Section 1.1.3, such as:

-Mainframe System Programming and Applications Programming Skills/Roles -System Administration and Support Skills/Roles -Applications Programming/Development Skills -Consulting/Administrative Services Skills -Cloud Platform: ServiceNow -Cloud Platform: Azure and Power Platform -Cloud Platform: Amazon Web Services

(AWS)?

Vendors should submit actual resumes for a typical engagement. The actual number of resources would depend on the engagement and will be in a defined SOW

209 Section 4.3 – Staff Resumes and References: Is this section applicable to our current proposal submission, as it refers to a "detailed SOW"?

The actual resources needed will be defined in a specific SOW.

210 Section 4.3 – Staff Resumes and References: Should the resumes of the proposed personnel be as per the instructions mentioned in this section?

Page Limits/Font Specifications: Are there any page limits or specific font requirements for the proposal?

Vendors should submit actual resumes for a typical engagement. The actual number of resources would depend on the engagement and will be in a defined SOW.

No page limits for this section.

211 Section 4.2 – State Project Staffing Roles:

Do we need to provide resumes for the staffing roles mentioned in this section, in addition to the personnel proposed as per Section 1.1.3?

Resources will be defined in a specific SOW.

212 Could you please confirm whether resources can be placed outside the state of South Dakota, including locations such as India, or if they are required to be onsite at your location?

Section XIV State Data addresses offshore resources.

213 In Section V, among EIN, SSN, and FIN, which one is mandatory?

You must provide one.

214 Regarding pricing, would it be acceptable to provide line items based on years of experience for the same role? For example:

2-3 years of experience, 3-7 years of experience, and 7-10 years of experience.

Yes

215 Is it mandatory to bid for all roles listed in the RFP, or can vendors select specific roles? For instance, would it be permissible to submit a bid only for IT roles?

Vendors should submit actual resumes for a typical engagement. The actual number of resources would depend on the engagement and will be in a defined SOW.

216 For the oral presentation, do you require vendors to attend in person, or will this be conducted via video conferencing platforms such as Teams or Zoom?

Oral presentations are not part of this RFP.

217 Is there a possibility for contracted resources to be converted into permanent employees on the City’s payroll, or are these positions expected to remain contractual at all times?

This is State government, not City government.

No, to full state permanent positions, individuals need to apply to those when posted on the HR website.

218 Will the City conduct interviews with candidates based on Statements of Work (SOWs) provided periodically, or will vendors have the flexibility to place resources as per the SOW?

This is State government, not City government.

Interviews will be conducted to select the resources for specific engagements when needed.

219 For references, how many resumes or bios are required to be included in the proposal (Section 4.3 Staff Resumes and References)?

Vendors should submit actual resumes for a typical engagement. The actual number of resources would depend on the engagement and will be in a defined SOW.

220 On what basis should we estimate the number of trips (Section 7.2 Travel and Expenditure Table)?

The number of trips, if even required for an engagement, will be defined in a detailed SOW.

221 Deadline Extension: Can the SD-BIT extend the submission deadline by two weeks?

The deadlines will not be extended.

222 Is there an incumbent for this contract? This is a new RFP. Incumbent vendors are welcome to submit responses to this RFP.

223 If so, can the SD-BIT provide details including the incumbent name, current contract number, contract duration, historical level of effort, and contract value?

Contracts can be found at https://open.sd.gov/contracts.aspx and searching for Contract/Grant number contains “21-0131”

224 Incumbent Eligibility: Is the incumbent eligible to bid on this project?

This is a new RFP. Incumbent vendors are welcome to submit responses to this RFP.

225 Budget: Has SD-BIT determined a budget for this contract? If so, could you please share the budget amount?

The maximum budget for the initial contract

226 Work Authorization: Is U.S. citizenship required to work on this project, or will Green Card and H1-B VISA holders be eligible?

The State of South Dakota does not sponsor work visas for new or existing individuals. All persons hired will be required to verify identity and eligibility to work in the United States and provide a completed Employment Eligibility Verification, Form I-9. Candidates will be required to verify their identity and their eligibility to legally work in the United States.

227 Remote Work: Can this work be performed remotely?

This will depend on the engagement and will be in a detailed SOW.

228 Position-Specific Bidding: Are the offerors allowed to bid on selective categories/components listed in Section 1.1.3: Description of Components?

Yes. Vendors should submit actual resumes for a typical engagement. The actual number of resources would depend on the engagement and will be in a defined SOW.

229 Job Titles & Descriptions: Can SD-BIT provide a detailed list of job titles and job descriptions for all Skills/Roles listed in the Description of Components?

This will depend on the engagement and will be in a detailed SOW.

230 Mainframe System Programming & Applications Programming: This section lists multiple skills under this category/component. Can the SD-BIT provide a list of job titles and corresponding job descriptions that align with these skills?

This will depend on the engagement and will be in a detailed SOW.

231 Mainframe System Programming & Applications Programming: We understand that candidates may not possess all skills listed in this category. Can the SD-BIT clarify the number of resources required and their respective job titles?

This will depend on the engagement and will be in a detailed SOW.

232 System Administration and Support: This section lists multiple skills under this category/component. Can the SD-BIT provide a list of job titles and corresponding job descriptions that align with these skills?

This will depend on the engagement and will be in a detailed SOW.

233 System Administration and Support: We understand that candidates may not possess all skills listed in this category. Can the SD-BIT clarify the number of resources required and their respective job titles?

This will depend on the engagement and will be in a detailed SOW.

234 Applications Programming/Development:

This section lists multiple skills under this category/component. Can the SD-BIT provide a list of job titles and corresponding job descriptions that align with these skills?

235 Applications Programming/Development:

We understand that candidates may not possess all skills listed in this category. Can the SD-BIT clarify the number of resources required and their respective job titles?

This will depend on the engagement and will be in a detailed SOW.

236 Consulting/Administrative Services: This section lists multiple skills under this category/component. Can the SD-BIT provide a list of job titles and corresponding job descriptions that align with these skills?

This will depend on the engagement and will be in a detailed SOW.

237 Consulting/Administrative Services: We understand that candidates may not possess all skills listed in this category. Can the SD-BIT clarify the number of resources required and their respective job titles?

This will depend on the…