RFP Document.doc

STATE OF SOUTH DAKOTAPRIVATE

DEPARTMENT OF HUMAN SERVICES

DIVISION OF REHABILITATION SERVICES

HILLSVIEW PROPERTY PLAZA

3800 E HWY 34, C/O 500 E CAPITOL

PIERRE, SOUTH DAKOTA 57501-5070

South Dakota Interpreter Mentoring Program

PROPOSALS ARE DUE NO LATER THAN 5:00 PM (CST) ON FEBRUARY 1, 2026

READ CAREFULLY

PRIMARY CONTACT INFORMATION

1.0 GENERAL INFORMATION

1.1 PURPOSE OF REQUEST FOR PROPOSAL (RFP)

This is RFP is issued to contract with mentors for the South Dakota Interpreter Mentoring Program (IMP). The IMP aims to develop and support interpreters by providing structured mentoring to promote national certification and ensure high-quality interpreting services statewide. The program serves South Dakota residents and those within 50 miles of its border who are registered or intend to register with the state. Mentors must meet specific qualifications, submit required documentation, complete continuing education, and attend annual trainings and biannual meetings. Mentees must apply through the Division of Rehabilitation Services (DRS) and demonstrate potential for certification or skill advancement. Based on their status, mentees are assigned a priority level that determines mentoring hours and duration. Mentor-mentee pairs complete an assessment outlining goals and plans, which must be approved by DRS. Mentors are required to submit monthly invoices, quarterly progress reports, and in some cases, final reports. Services must follow approved plans, and compensation depends on funding availability. Oversight is provided by DRS to ensure compliance, with misuse or underutilization potentially affecting program eligibility.

1.2 ISSUING OFFICE AND RFP REFERENCE NUMBER

The Division of Rehabilitation Services is the issuing office for this document and all subsequent addenda relating to it, on behalf of the State of South Dakota, Department of Human Services. The reference number for the transaction is RFP #25RFP18374. This number must be referred to on all proposals, correspondence, and documentation relating to the RFP.

1.3 SCHEDULE OF ACTIVITIES (SUBJECT TO CHANGE)

Offeror Questions Due

Responses to Offeror Questions December 5, 2025 December 15, 2025

1.4 SUBMITTING YOUR PROPOSAL

All proposals must be completed and received by the Division of Rehabilitation Services by the date and time indicated in the Schedule of Activities.

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

An original of the proposal shall be submitted either electronically via email to Hailey King at Hailey.King@state.sd.us or in hard copy. If submitted by mail, the envelope should be addressed to:

DEPARTMENT OF HUMAN SERVICES – DIVISION OF REHABILITATION SERVICES

ATTN: HAILEY KING

1501 S HIGHLINE AVENUE SUITE 1C

SIOUX FALLS, SOUTH DAKOTA 57110

All proposals must be signed, in ink, by an officer of the responder, legally authorized to bind the responder to the proposal, and sealed in the form intended by the respondent. Proposals that are not properly signed may be rejected. The sealed envelope should be marked with the appropriate RFP Number and Title. Proposals should be addressed and labeled as follows:

REQUEST FOR PROPOSAL #25RFP18374

PROPOSAL DUE: JANUARY 1, 2026

STATE POC: HAILEY KING

DEPARTMENT OF HUMAN SERVICES – DIVISION OF REHABILITATION SERVICES

1501 S HIGHLINE AVENUE SUITE 1C

SIOUX FALLS, SOUTH DAKOTA 57110

No proposal shall be accepted from, or no contract or purchase order shall be awarded to any person, firm or corporation that is in arrears upon any obligations to the State of South Dakota, or that otherwise may be deemed irresponsible or unreliable by the State of South Dakota.

1.5 CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION – LOWER TIER COVERED TRANSACTIONS

By signing and submitting this proposal, the offeror certifies that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation, by any Federal department or agency, from transactions involving the use of Federal funds. Where the offeror is unable to certify to any of the statements in this certification, the bidder shall attach an explanation to their offer.

1.6 NON-DISCRIMINATION STATEMENT

The State of South Dakota requires that all contractors, vendors, and suppliers doing business with any State agency, department, or institution, provide a statement of non-discrimination. By signing and submitting their proposal, the offeror certifies they do not discriminate in their employment practices with regard to race, color, creed, religion, age, sex, ancestry, national origin or disability.

1.7 CERTIFICATION RELATING TO PROHIBITED ENTITY

For contractors, vendors, suppliers, or subcontractors who enter into a contract with the State of South Dakota by submitting a response to this solicitation or agreeing to contract with the State, the bidder or offeror certifies and agrees that the following information is correct:

The bidder or offeror, in preparing its response or offer or in considering proposals submitted from qualified, potential vendors, suppliers, and subcontractors, or in the solicitation, selection, or commercial treatment of any vendor, supplier, or subcontractor, is not an entity, regardless of its principal place of business, that is ultimately owned or controlled, directly or indirectly, by a foreign national, a foreign parent entity, or foreign government from China, Iran, North Korea, Russia, Cuba, or Venezuela, as defined by SDCL 5-18A. It is understood and agreed that, if this certification is false, such false certification will constitute grounds for the State to reject the bid or response submitted by the bidder or offeror on this project and terminate any contract awarded based on the bid or response. The successful bidder or offeror further agrees to provide immediate written notice to the contracting executive branch agency if during the term of the contract it no longer complies with this certification and agrees such noncompliance may be grounds for contract termination.

1.8 RESTRICTION OF BOYCOTT OF ISRAEL

For contractors, vendors, suppliers, or subcontractors with five (5) or more employees who enter into a contract with the State of South Dakota that involves the expenditure of one hundred thousand dollars ($100,000) or more, by submitting a response to this solicitation or agreeing to contract with the State, the bidder or offeror certifies and agrees that the following information is correct:

The bidder or offeror, in preparing its response or offer or in considering proposals submitted from qualified, potential vendors, suppliers, and subcontractors, or in the solicitation, selection, or commercial treatment of any vendor, supplier, or subcontractor, has not refused to transact business activities, has not terminated business activities, and has not taken other similar actions intended to limit its commercial relations, related to the subject matter of the bid or offer, with a person or entity on the basis of Israeli national origin, or residence or incorporation in Israel or its territories, with the specific intent to accomplish a boycott or divestment of Israel in a discriminatory manner. It is understood and agreed that, if this certification is false, such false certification will constitute grounds for the State to reject the bid or response submitted by the bidder or offeror on this project and terminate any contract awarded based on the bid or response. The successful bidder or offeror further agrees to provide immediate written notice to the contracting executive branch agency if during the term of the contract it no longer complies with this certification and agrees such noncompliance may be grounds for contract termination.

1.9 MODIFICATION OR WITHDRAWAL OF PROPOSALS

Proposals may be modified or withdrawn by the offeror prior to the established due date and time.

No oral, telephonic, telegraphic or facsimile responses or modifications to informal, formal bids, or Request for Proposals will be considered.

1.10 OFFEROR INQUIRIES

Offerors may 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. Inquiries must be emailed to Hailey King at Hailey.King@state.sd.us with the subject line “RFP #25RFP18374”.

The State will to 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.

1.11 PROPRIETARY INFORMATION

The proposal of the successful offeror(s) becomes public information. Proprietary information can be protected under limited circumstances such as client lists and non-public financial statements. An entire proposal may not be marked as proprietary. Offerors must clearly identify in the Executive Summary and mark in the body of the proposal any specific proprietary information they are requesting to be protected. The Executive Summary must contain specific justification explaining why the information is to be protected. Proposals may be reviewed and evaluated by any person at the discretion of the State. All materials submitted become the property of the State of South Dakota and may be returned only at the State's option.

1.12 LENGTH OF CONTRACT

The initial term of this contract shall be for five (5) years, with the option for an additional five (5) year extension upon mutual agreement of both parties. If the contractor wishes to terminate or suspend their contract prior to the expiration of the initial term, notice must be given in accordance with the contract. Such notice shall be addressed and delivered to:

DEPARTMENT OF HUMAN SERVICES – DIVISION OF REHABILITATION SERVICES

ATTN: HAILEY KING

1501 S HIGHLINE AVENUE SUITE 1C

SIOUX FALLS, SOUTH DAKOTA 57110

1.13 GOVERNING LAW

Venue for any and all legal action regarding or arising out of the transaction covered herein shall be solely in the State of South Dakota. The laws of South Dakota shall govern this transaction.

1.14 DISCUSSIONS WITH OFFERORS (ORAL PRESENTATION/NEGOTIATIONS)

An oral presentation by an offeror to clarify a proposal may be required at the sole discretion of the State. However, the State may award a contract based on the initial proposals received without discussion with the Offeror. If oral presentations are required, they will be scheduled after the submission of proposals. Oral presentations will be made at the offeror’s expense.

This process is a Request for Proposal/Competitive Negotiation process. Each Proposal shall be evaluated, and each respondent shall be available for negotiation meetings at the State’s request. The State reserves the right to negotiate on any and/or all components of every proposal submitted. From the time the proposals are submitted until the formal award of a contract, each proposal is considered a working document and as such, will be kept confidential. The negotiation discussions will also be held as confidential until such time as the award is completed.

2.0 STANDARD CONTRACT TERMS AND CONDITIONS

Any contract or agreement resulting from this RFP will include, but are not limited to the State’s standard terms and conditions including those listed below, along with any additional terms and conditions as negotiated by the parties:

2.1 The Contractor will perform those services described in the Scope of Work, attached hereto as Section 3 of the RFP and by this reference incorporated herein.

2.2 The Contractor’s services under this Agreement shall commence on June 1, 2026, and end on May 31, 2031, unless sooner terminated pursuant to the terms hereof, or unless an extension is mutually agreed to.

2.3 The Contractor will not use State equipment, supplies or facilities. The Contractor will provide the State with its Employer Identification Number, Federal Tax Identification Number or Social Security Number upon execution of this Agreement.

2.4 The State will make payment for services upon satisfactory completion of the services. The State will pay Contractor's expenses as a separate item. Payment will be made according to the approved state rate for mentoring pursuant to itemized invoices submitted with a signed state voucher. The SFY 26 mentoring rate is $58.35 per hour. Payment will be made consistent with SDCL ch. 5-26.

2.5 The Contractor agrees to indemnify and hold the State of South Dakota, its officers, agents and employees, harmless from and against any and all actions, suits, damages, liability or other proceedings that may arise as the result of performing services hereunder. This section does not require the Contractor to be responsible for or defend against claims or damages arising solely from errors or omissions of the State, its officers, agents or employees.

2.6 The Contractor, at all times during the term of this Agreement, shall obtain and maintain in force insurance coverage of the types and with the limits as follows:

A. Commercial General Liability Insurance:

The Contractor shall maintain occurrence based commercial general liability insurance or equivalent form with a limit of not less than $1,000,000.00 for each occurrence. If such insurance contains a general aggregate limit it shall apply separately to this Agreement or be no less than two times the occurrence limit.

B. Professional Liability Insurance or Miscellaneous Professional Liability Insurance:

The Contractor agrees to procure and maintain professional liability insurance or miscellaneous professional liability insurance with a limit not less than $1,000,000.00.

C. Business Automobile Liability Insurance:

The Contractor shall maintain business automobile liability insurance or equivalent form with a limit of not less than $1,000,000.00 for each accident. Such insurance shall include coverage for owned, hired and non-owned vehicles.

D. Worker’s Compensation Insurance:

The Contractor shall procure and maintain workers’ compensation and employers’ liability insurance as required by South Dakota law.

Before beginning work under this Agreement, Contractor shall furnish the State with properly executed Certificates of Insurance which shall clearly evidence all insurance required in this Agreement. In the event a substantial change in insurance, issuance of a new policy, cancellation or nonrenewal of the policy, the Contractor agrees to provide immediate notice to the State and provide a new certificate of insurance showing continuous coverage in the amounts required. Contractor shall furnish copies of insurance policies if requested by the State.

2.7 While performing services hereunder, the Contractor is an independent contractor and not an officer, agent, or employee of the State of South Dakota.

2.8 Contractor agrees to report to the State any event encountered in the course of performance of this Agreement which results in injury to the person or property of third parties, or which may otherwise subject Contractor or the State to liability. Contractor shall report any such event to the State immediately upon discovery.

Contractor's obligation under this section shall only be to report the occurrence of any event to the State and to make any other report provided for by their duties or applicable law. Contractor's obligation to report shall not require disclosure of any information subject to privilege or confidentiality under law (e.g., attorney-client communications). Reporting to the State under this section shall not excuse or satisfy any obligation of Contractor to report any event to law enforcement or other entities under the requirements of any applicable law.

2.9 This Agreement may be terminated by either party hereto upon thirty (30) days written notice. In the event the Contractor breaches any of the terms or conditions hereof, this Agreement may be terminated by the State at any time with or without notice. If termination for such a default is effected by the State, any payments due to Contractor at the time of termination may be adjusted to cover any additional costs to the State because of Contractor's default. Upon termination the State may take over the work and may award another party an agreement to complete the work under this Agreement. If after the State terminates for a default by Contractor it is determined that Contractor was not at fault, then the Contractor shall be paid for eligible services rendered and expenses incurred up to the date of termination.

2.10 This Agreement depends upon the continued availability of appropriated funds and expenditure authority from the Legislature for this purpose. If for any reason the Legislature fails to appropriate funds or grant expenditure authority, or funds become unavailable by operation of law or federal funds reductions, this Agreement will be terminated by the State. Termination for any of these reasons is not a default by the State nor does it give rise to a claim against the State.

2.11 This Agreement may not be assigned without the express prior written consent of the State. This Agreement may not be amended except in writing, which writing shall be expressly identified as a part hereof and be signed by an authorized representative of each of the parties hereto.

2.12 This Agreement shall be governed by and construed in accordance with the laws of the State of South Dakota. Any lawsuit pertaining to or affecting this Agreement shall be venued in Circuit Court, Sixth Judicial Circuit, Hughes County, South Dakota.

2.13 The Contractor will comply with all federal, state and local laws, regulations, ordinances, guidelines, permits and requirements applicable to providing services pursuant to this Agreement, and will be solely responsible for obtaining current information on such requirements.

2.14 The Contractor may not use subcontractors to perform the services described herein without the express prior written consent of the State. The Contractor will include provisions in its subcontracts requiring its subcontractors to comply with the applicable provisions of this Agreement, to indemnify the State, and to provide insurance coverage for the benefit of the State in a manner consistent with this Agreement. The Contractor will cause its subcontractors, agents, and employees to comply, with applicable federal, state and local laws, regulations, ordinances, guidelines, permits and requirements and will adopt such review and inspection procedures as are necessary to assure such compliance.

2.15 Contractor hereby acknowledges and agrees that all reports, plans, specifications, technical data, miscellaneous drawings, software system programs and documentation, procedures, or files, operating instructions and procedures, source code(s) and documentation, including those necessary to upgrade and maintain the software program, and all information contained therein provided to the State by the Contractor in connection with its performance of services under this Agreement shall belong to and is the property of the State and will not be used in any way by the Contractor without the written consent of the State. Anything provided for public distribution shall mee the accessibility requirements of WCAG 2.2 AA. Papers, reports, forms, software programs, source code(s) and other material which are a part of the work under this Agreement will not be copyrighted without written approval of the State.

2.16 The Contractor certifies that neither Contractor nor its principals are presently debarred, suspended, proposed for debarment or suspension, or declared ineligible from participating in transactions by the federal government or any state or local government department or agency. Contractor further agrees that it will immediately notify the State if during the term of this Agreement Contractor or its principals become subject to debarment, suspension or ineligibility from participating in transactions by the federal government, or by any state or local government department or agency.

2.17 Any notice or other communication required under this Agreement shall be in writing and sent to the address set forth above. Notices shall be given by and to Hailey King on behalf of the State, and by ________________, on behalf of the Contractor, or such authorized designees as either party may from time to time designate in writing. Notices or communications to or between the parties shall be deemed to have been delivered when mailed by first class mail, provided that notice of default or termination shall be sent by registered or certified mail, or, if personally delivered, when received by such party.

2.18 In the event that any court of competent jurisdiction shall hold any provision of this Agreement unenforceable or invalid, such holding shall not invalidate or render unenforceable any other provision hereof.

2.19 All other prior discussions, communications and representations concerning the subject matter of this Agreement are superseded by the terms of this Agreement, and except as specifically provided herein, this Agreement constitutes the entire agreement with respect to the subject matter hereof.

3.0 SCOPE OF WORK

The South Dakota Interpreter Mentoring Program (IMP), administered by the Department of Human Services – Division of Rehabilitation Services (DRS), is designed to strengthen the interpreter workforce across South Dakota. The program provides structured mentoring opportunities to interpreters with the goal of promoting national certification, enhancing interpreting skills, and ensuring the availability of high-quality interpreting services statewide.

3.1 ELIGIBLE PARTICIPANTS

The program serves interpreters who are South Dakota residents or who reside within 50 miles of the South Dakota border. Mentees must be registered or intend to register with the State of South Dakota as interpreters. Mentees must apply through DRS and demonstrate potential for national certification or measurable skill advancement.

3.2 CONTRACTOR RESPONSIBILITIES

Contractors under this RFP will be responsible for:

3.2.1 QUALIFICATIONS AND DOCUMENTATION

Contractors must ensure that all mentors delivering services under this contract meet the program’s established qualifications, certification, and experience standards. Contractors are responsible for verifying credentials and ensuring all required documentation is submitted to DRS prior to the initiation of any mentoring services. Mentors must satisfy the following minimum qualifications to be considered:

A. Eligibility and Certification

a. Be deaf or hard of hearing and a native American Sign Language (ASL) user, or

b. Possess a National Interpreter Certification (NIC) or equivalent for three or more years, or

c. Possess a South Dakota Certification Level IV or higher.

B. Language and Cultural Competency

a. Demonstrate fluency in American Sign Language (ASL).

b. Demonstrate knowledge of Deaf Culture and Deaf Community values.

C. Professional Knowledge and Skills

a. Demonstrate an understanding of the Interpreter Code of Professional Conduct (CPC) as established by the Registry of Interpreters for the Deaf (RID).

b. Demonstrate familiarity with South Dakota laws and administrative rules related to sign language interpreters.

c. Has the ability to provide mentoring services in-person and/or through virtual platforms.

D. Professional Conduct and Accountability

a. Maintain current professional licensure, certifications, and applicable continuing education requirements.

b. Adhere to confidentiality standards and ethical practices consistent with RID and DRS policies.

c. Maintain accurate mentoring records, including session logs, progress notes, and mentee evaluations, to be submitted to DRS as required.

d. Allow for periodic performance reviews by DRS to ensure compliance with program expectations, mentee satisfaction, and adherence to mentoring best practices.

3.2.2 PROFESSIONAL DEVELOPMENT AND PARTICIPATION

Contractors are expected to complete all continuing education as directed by DRS (20 CEU hours per year) and encouraged to attend biannual mentor meetings hosted by DRS.

3.2.3 MENTOR - MENTEE ENGAGEMENT

Mentors will collaborate with assigned mentees to complete an initial assessment that identifies professional goals, skill development needs, and a comprehensive mentoring plan. Mentors must ensure that each plan is reviewed and formally approved by DRS before implementation. All mentoring services must be delivered in accordance with the approved plan and within the mentee’s assigned priority level, which determines both the number of mentoring hours and the overall duration of the mentorship.

3.2.4 REPORTING AND INVOICING

Contractors are responsible for submitting monthly invoices to DRS for services rendered along with prepared monthly progress reports for each mentee, documenting progress toward goals and identifying any barriers. Additionally, mentors must submit final reports when required by DRS, particularly upon completion or termination of a mentoring assignment, to ensure accurate recordkeeping and program accountability.

3.2.5 RECORD RETENTION AND AUDIT

Contractors shall maintain complete and accurate records of mentoring services, hours, and reports for a minimum of five (5) years. DRS reserves the right to audit these records at any time to verify compliance.

3.2.6 CONFIDENTIALTY AND PRIVACY

Contractors must protect the confidentiality of all mentee information and records. Personal, educational, and professional information shall not be disclosed to unauthorized individuals. Mentors must comply with all applicable state and federal privacy laws.

3.2.7 CODE OF CONDUCT AND PROFESSIONAL STANDARDS

Contractors shall adhere to the highest professional and ethical standards, including compliance with the Registry of Interpreters for the Deaf (RID) Code of Professional Conduct or equivalent. Dual relationships and conflicts of interest with mentees are prohibited. Contractors must conduct themselves in a manner that promotes professionalism, respect, and program integrity.

3.2.8 NON-DISCRIMINATION

Contractors shall not discriminate in the provision of services on the basis of race, color, creed, religion, sex, national origin, disability, age, or any other class protected under federal or state law

3.3 MENTEE RESPONSIBILITIES

Mentees accepted into the Interpreter Mentoring Program (IMP) shall be responsible for actively participating in the mentoring process and complying with all program requirements. Responsibilities include, but are not limited to, the following:

3.3.1 APPLICATION AND ELIGIBILITY

Mentees must submit a complete application to the Division of Rehabilitation Services (DRS) and provide all documentation necessary to establish eligibility. Mentees must maintain registration, or intent to register, as an interpreter in the State of South Dakota.

3.3.2 PARTICIPATION AND ENGAGEMENT

Mentees must attend scheduled mentoring sessions as outlined in the approved mentoring plan. Mentees are expected to actively engage in mentoring activities, complete assignments, and apply feedback in practice settings. Mentees shall notify the assigned mentor and DRS of any scheduling conflicts, extended absences, or inability to continue participation.

3.3.3 MENTORING PLAN

Mentees will collaborate with the assigned mentor to develop an initial assessment and individualized mentoring plan that identifies professional goals and skill development needs. Mentees shall adhere to the mentoring plan once approved by DRS.

3.3.4 CODE OF CONDUCT AND PROFESSIONAL STANDARDS

Mentees shall adhere to the highest professional and ethical standards, including compliance with the Registry of Interpreters for the Deaf (RID) Code of Professional Conduct or equivalent. Dual relationships and conflicts of interest with mentees are prohibited. Mentees must conduct themselves in a manner that promotes professionalism, respect, and program integrity.

3.3.5 REPORTING AND DOCUMENTATION

Mentees will provide input to mentors for quarterly progress reports. Mentees shall submit any required self-assessments, evaluations, and hour logs as requested by DRS.

3.3.6 PROGRAM COMPLIANCE

Mentees are expected to utilize mentoring hours efficiently and within the limits established by the assigned priority level. Failure to participate fully, misuse of hours, or noncompliance with program requirements may result in suspension or termination from the program.

3.4 MENTEE PRIORITIZATION

To ensure quality mentoring services, each mentor may be assigned no more than fifteen (15) mentees at one time. Authorization for a mentor to exceed this caseload limit may be granted by the DRS Program Manager based on program needs and mentor capacity.

Mentees are categorized into priority levels based on their certification status, skill readiness, and program objectives. Priority level determines the number of mentoring hours allocated and the duration of participation in the program. Priority level shall be determined by DRS.

3.4.1 Level I: Provisionally Certified Interpreters licensed by the State of South Dakota: Provisionally certified interpreters are required to participate in no fewer than eight (8) hours of mentoring per month for up to five years.

3.4.2 Level II: Interpreting Students: Mentees enrolled in an accredited Interpreter Training Program may be authorized to receive up to six (6) hours of mentoring per month.

3.4.3 Level III: Certified and Registered Interpreters enrolled for certification advancement: Certified and registered interpreters in the State of South Dakota who seek to obtain additional national certification may be authorized to receive up to eight (8) hours of mentoring per month.

3.4.4 Level IV: Certified and Registered Interpreters enrolled for skill enhancement: Certified and registered interpreters in the State of South Dakota who seek to improve their interpreting skills may be authorized to receive mentoring services not to exceed a lifetime maximum of four hundred eighty (480) hours.

3.5 COMPENSATION

Contractors shall be compensated at the rate established by the Division of Rehabilitation Services (DRS). Compensation will be provided only for services that have been pre-approved by DRS. Authorized billable services include:

3.5.1 Assessments: Time spent conducting initial and ongoing assessments with mentees, as approved by DRS.

3.5.2 Mentoring Services: Time spent delivering approved mentoring sessions and activities in accordance with the mentee’s individualized mentoring plan.

3.5.3 Travel: Travel expenses directly related to the provision of mentoring services, when pre-authorized by DRS and reimbursed in accordance with State of South Dakota travel policies.

No compensation shall be provided for services or activities outside of those expressly authorized by DRS. All invoices must reflect actual services rendered and shall be subject to review and approval prior to payment.

3.6 SUBCONTRACTING

Contractors may engage subcontractors to perform mentoring services under this agreement, provided that all intended subcontractors receive prior written approval from the Division of Rehabilitation Services (DRS). Subcontractors must meet all program qualifications and requirements applicable to primary contractors, including certification, experience, and participation in trainings.

The contractor shall remain fully responsible for ensuring that all services delivered by subcontractors comply with the terms of this contract, including submission of invoices, reports, and adherence to approved mentoring plans. Compensation for subcontracted services shall follow the same rate and approval procedures established by DRS.

No subcontracting shall occur without prior written consent from DRS, and failure to obtain approval may result in nonpayment or contract termination.

3.7 OVERSIGHT AND COMPLIANCE

DRS will provide oversight to ensure program goals and contractual requirements are met. Contractors must adhere strictly to program policies, timelines, and approved mentoring plans. Misuse of services, underutilization of allocated hours, or failure to comply with reporting requirements may result in reduced funding, suspension of eligibility, or termination of contract. Compensation for mentoring services is contingent upon funding availability and subject to state approval processes.

4.0 PROPOSAL REQUIREMENTS AND COMPANY QUALIFICATIONS

4.1 Businesses and independent contractors are encouraged to respond to this RFP. Eligible applicants must demonstrate compliance with the Internal Revenue Service Revenue Ruling 87-41, which outlines the criteria for determining independent contractor status. Applicants may include:

A. Businesses that provide interpreter mentoring or related professional development services; and B. Independent contractors who operate as sole proprietors or under an established business entity (e.g., LLC, LLP, or DBA).

4.2 Private individuals who are not operating as an established business or recognized independent contractor are not eligible to apply under this RFP.

4.3 The offeror is cautioned that it is the offeror's sole responsibility to submit information related to the evaluation categories and that the State of South Dakota is under no obligation to solicit such information if it is not included with the proposal. The offeror's failure to submit such information may cause an adverse impact on the evaluation of the proposal.

4.4 Offerors and their agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must direct all of their questions or comments regarding the RFP, the evaluation, etc. to the buyer of record indicated on the first page of this RFP. Offerors and their agents may not contact any state employee other than the buyer of record regarding any of these matters during the solicitation and evaluation process. Inappropriate contacts are grounds for suspension and/or exclusion from specific procurements. Offerors and their agents who have questions regarding this matter should contact the buyer of record.

4.5 Offeror must provide the following information related to at least three previous and current service/contracts, performed by the offeror’s organization, which are like the requirements of this RFP.

a. Name, address and telephone number of client/contracting agency and a representative of that agency who may be contacted for verification of all information submitted.

b. Dates of the service/contract; and

c. A brief, written description of the specific prior services performed and requirements thereof.

4.6 Provide the following documents and information within the proposal:

A. An overview that describes your business or agency’s background, history and success of services.

B. Include copies of the business Federal Tax ID and documentation of being registered with the Secretary of State.

C. The territory offeror proposes to deliver employment services. The proposal must include information that demonstrates offeror’s availability and familiarity with the locale in which the services are proposed to be provided.

5.0 PROPOSAL RESPONSE FORMAT

5.1 An original copy shall be submitted via email or hard copy.

A. In addition, the offeror should provide one (1) copy of their entire proposal, including all attachments, in Microsoft Word or PDF electronic format (flash drive, USB drive, etc.) Offerors may not send the electronically formatted copy of their proposal via email.

B. The proposal should be page numbered and should have an index and/or a table of contents referencing the appropriate page number.

5.2 All proposals must be organized and tabbed with labels for the following headings:

A. RFP Form. The State’s Request for Proposal form (1st page of RFP) completed and signed.

B. Executive Summary. The one-to-two-page executive summary is to briefly describe the offeror's proposal. This summary should highlight the major features of the proposal. It must indicate any requirements that cannot be met by the offeror. The reader should be able to determine the essence of the proposal by reading the executive summary. Proprietary information requests should be identified in this section.

C. Detailed Response. This section should constitute the major portion of the proposal and must contain at least the following information:

5.2.C.1 A complete narrative of the offeror's assessment of the work to be performed, the offeror’s ability and approach, and the resources necessary to fulfill the requirements. This should demonstrate the offeror's understanding of the desired overall performance expectations.

5.2.C.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.

5.2.C.3 A clear description of any options or alternatives proposed.

6.0 PROPOSAL EVALUATION AND AWARD PROCESS

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:

A. Specialized expertise, capabilities, and technical competence as demonstrated by the proposed approach and methodology to meet the project requirements;

B. Resources available to perform the work, including any specialized services, within the specified time limits for the project;

C. Record of past performance, including price and cost data from previous projects, quality of work, ability to meet schedules, cost control, and contract administration;

D. Availability to the project locale;

E. Familiarity with the project locale;

F. Proposed project management techniques; and

G. Ability and proven history in handling special project constraints.

6.2 Experience and reliability of the offeror's organization are considered subjectively in the evaluation process. Therefore, the offeror is advised to submit any information which documents successful and reliable experience in past performances, especially those performances related to the requirements of this RFP.

6.3 The qualifications of the personnel proposed by the offeror to perform the requirements of this RFP, whether from the offeror's organization or from a proposed subcontractor, will be subjectively evaluated. Therefore, the offeror should submit detailed information related to the experience and qualifications, including education and training, of proposed personnel.

6.4 The State reserves the right to reject any or all proposals, waive technicalities, and make award(s) as deemed to be in the best interest of the State of South Dakota.

6.5 Award: The requesting agency and selected offerors shall mutually negotiate contract terms.

A. If the agency and a selected offeror are unable for any reason to negotiate a contract, the agency shall, either orally or in writing, terminate negotiations with the contractor.

B. The negotiation process may include multiple offerors.

Dated 10/16/23