RFI Question and Answers.pdf
PDF 479 KB Posted
- Attached to
- RFI: GRANT MANAGEMENT SYSTEM
- Solicitation number
- 5400018614
- Issued by
- South Carolina
About this file
This is a Request for Information (RFI) Question and Answers document issued by the South Carolina Department of Education (SCDE) regarding RFI No. 5400018614 for a Grant Management System. The RFI is exploratory in nature and will not result in a contract award. The SCDE seeks information about grants management solutions to potentially replace or supplement its current systems. Responses were due on October 8, 2019 by 5:00 PM via email submission to Elsie Montgomery. No formal timeline has been established for issuing a subsequent RFP, though all future solicitations will be posted on the SC Business Opportunities (SCBO) website. The SCDE is interested in Commercial Off-The-Shelf (COTS) and Software-as-a-Service (SaaS) solutions but is open to evaluating alternative approaches.
The current system environment consists of HMB Inc's Grants Management System (contract ending 8/10/2020), GAPS (in-house grants accounting system), and Title1Crate for document management (contract ending 10/2/2020). The SCDE manages approximately $850 million in grant revenue distributed to roughly 90 school districts and an additional 200 grant recipients. The system will support approximately 40-50 internal users and approximately 1,250 external users across ~1,300 total potential participants. Key requirements include interoperable data output mapped to Common Education Data Standards (CEDS) for federal reporting purposes and integration with the SC Enterprise Information System (SCEIS). Funding has been secured from a mixture of federal and state funds, though the specific budget amount was not disclosed at the time of the RFI. The SCDE will not sign Non-Disclosure Agreements but indicated that submitted information will be treated as part of the procurement file for informational purposes only.
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| File | Type | Posted |
|---|---|---|
| RFI Response Form.xlsx | XLSX spreadsheet | |
| Request for Information.pdf |
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Text version
This Request for Information (RFI) 5400018614 is intended to seek information for exploratory purposes.
A contract will NOT result from this RFI.
South Carolina Department of Education Request for Information
(RFI) No. 5400018614
SCDE Grant Management System
QUESTION AND ANSWERS
October 1, 2019
1. What is the current system that SC DOE is currently utilizing as their current Grants
Management solution?
Answer: HMB Inc (Grants Management System), GAPS (in house grants accounting system), Title1Crate (document managing, monitoring)
2. What is the contract end date for the current grants management solution?
A: The current contract with HMB Inc ends 8/10/2020, Title1Crate contract ends 10/2/2020 and no other deadlines for other solutions (e.g., GAPS)
3. What other solutions have you evaluated in the past to help manage grant processes?
A: Mainly in house systems.
4. How much grant revenue are you managing and distributing to school districts throughout the State?
A: Approximately $850,000,000
5. Can you please provide the number of unique sub-recipient organizations that would be reporting back budget and performance outcomes to the Department of Education?
A: For districts it would be roughly 90; additional grant recipients are another 200.
6. What is the anticipated number of internal users and external users?
A: Anticipated internal users would be approximately 40-50. External users (e.g., grant recipient districts and other entities), would be approximately 1,250.
7. What is your current financial system of record?
A: The SC Enterprise Information System (SCEIS) holds all of the State’s financial information.
8. Are you looking for a COTS/SaaS solution?
A: Yes, but we would be interested in receiving information about other solutions, as well.
9. Do you track student related personal information in your current grants management solution?
A: No.
10. Is there more information you can provide as far as what you are looking for and the size
(employee count) of the Department of Education?
A: The scope of the project has been outlined in the RFI. We anticipate ~1,300 participants could have access to the system but not all will use the system (ie. View only/reporting rights).
This Request for Information (RFI) 5400018614 is intended to seek information for exploratory purposes.
A contract will NOT result from this RFI.
11. Should the SCDE decides to proceed past the RFI process, has a time frame been established in which an RFP may be issued?
A: A time frame has not been fully decided. All solicitations will be posted with the SC Business
Opportunities (SCBO).
12. Has funding for a formal solicitation been secured?
A: Yes.
13. What is the estimated funding source, or budget for this project?
A: A mixture of federal funds and state funds may be used for this project. A budget has been established but will not be shared at this time.
14. Is it a requirement to submit a response to the RFI to be considered for the RFP?
A: No.
15. In regards to question C.3, under infrastructure. In order for us to provide you with a SOC
2, we would require a signed NDA. Would you be able to sign an NDA, or will you accept the proposal without this?
A: We will not be able to sign a Non-Disclosure Agreement (NDA) at this time, however, any information shared will be part of the procurement file and will be issued for informational purposes only.
16. Are there particular data standards that you require or prefer your chosen vendor to adhere to?
A: We would like the final product to be delivered in an interoperable format. It is not reasonable to require the application itself be built in a specific format, but if we want to store the data in a format that expedites our storage and federal reporting we would like output from the system to be mapped to Common Education Data Standards (CEDS).
17. Can we electronically submit our response? If so, where should we submit our response?
Answer: Email the information to Elsie Montgomery at emontgomery@ed.sc.gov. Please ensure the subject line has the RFI number 540018614.
There will be no further amendments to this RFI.
Responses are due October 8, 2019 by 5:00pm.
Reminders:
The State shall not be liable for any costs incurred by the contractor in connection with the preparation and submission of this or any response to this RFI.
All responses and accompanying documentation submitted will become the property of the State and will not be returned.
https://ceds.ed.gov/ mailto:emontgomery@ed.sc.gov
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