RFP Document.pdf

Rev. 2023-02-13

STATE OF SOUTH DAKOTA

OFFICE OF PROCUREMENT MANAGEMENT

523 EAST CAPITOL AVENUE

PIERRE, SOUTH DAKOTA 57501-3182

Division of Child Protection Services Post Adoption Services

PROPOSALS ARE DUE NO LATER THAN APRIL 24, 2024 5:00 PM CST

RFP10473 BUYER:

Division of Child Protection Services POC: Kirsten Blachford

Kirsten.Blachford@state.sd.us

READ CAREFULLY

FIRM NAME: AUTHORIZED SIGNATURE:

(Digital Signature allowed)

ADDRESS: TYPE OR PRINT NAME:

CITY/STATE: TELEPHONE NO:

ZIP (9 DIGIT): FAX NO:

FEDERAL TAX ID#: E-MAIL:

PRIMARY CONTACT INFORMATION

CONTACT NAME: TELEPHONE NO:

FAX NO: E-MAIL:

mailto:Kirsten.Blachford@state.sd.us

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1.0 GENERAL INFORMATION

1.1 PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The purpose of this request for proposal is to select an offeror that can provide post adoption services to families that have adopted children from the Division of Child Protection Services.

And, to other adoptive families that without such help, disruption of an adoption may occur.

Offeror would complete an assessment on adoptive families to determine their areas of need and would provide adoptive placement recommendations and services to stabilize adoptive placements that are referred by the Department of Social Services. Offeror would create a directory of services available statewide to assist in supporting adoptive families. Offeror would develop a statewide network of adoption competent service providers that can be accessed by adoptive families for therapy and support.

1.2 ISSUING OFFICE AND RFP REFERENCE NUMBER

The Division of Child Protection 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 Social Services. The reference number for the transaction is RFP10473. Refer to this number on all proposals, correspondence, and documentation relating to the RFP.

Please refer to the Department of Social Services website link http://dss.sd.gov/keyresources/rfp.aspx for the RFP, any related questions/answers, changes to schedule of activities, amendments, etc.

1.3 LETTER OF INTENT

All interested are requested to submit a non-binding Letter of Intent to respond to this RFP. While preferred, a Letter of Intent is not mandatory to submit a proposal.

The letter of intent must be received by email in the Department of Social Services by no later than March 27, 2024, and must be addressed to Kirsten.Blachford@state.sd.us. Place the following, exactly as written, in the subject line of your email: Letter of Intent for RFP10473. Be sure to reference the RFP number in any attached letter or document.

1.4 SCHEDULE OF ACTIVITIES (SUBJECT TO CHANGE)

RFP Publication March 20, 2024 Letter of Intent to Respond Due March 27, 2024 Deadline for Submission of Written Inquiries April 3, 2024 Responses to Offeror Questions April 10, 2024 Request for SFTP folder April 23, 2024 Proposal Submission April 24, 2024 Oral Presentations/discussions (if required) TBD Deadline for Completion of Site Visits (if required) TBD Proposal Revisions (if required) TBD Anticipated Award Decision/Contract Negotiation May 15, 2024

1.5 SUBMITTING YOUR PROPOSAL

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

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

Proposals must submitted as PDF’s via Secured File Transfer Protocol (SFTP). Offerors must request an SFTP folder no later than April 23, 2024, by emailing Kirsten Blachford at the email indicated on page one.

The subject line should be RFP10473 SFTP Request. The email should contain the name and the email of the person who will be responsible for uploaded the document(s).

http://dss.sd.gov/keyresources/rfp.aspx

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Please note, offeror will need to work with their own technical support staff to set up an SFTP compatible software on offeror’s end. While the State of South Dakota can answer questions, State of South Dakota is not responsible for the software required.

All proposals may be signed in ink or digitally by an officer of the offeror legally authorized to bind the offeror to the proposal, and sealed in the form intended by the respondent. Proposals that are not properly signed may be rejected.

No proposal may be accepted from, or any contract or purchase order 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.

1.6 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.

1.7 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.

1.8 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 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

RFP10473 Page 4 of 13 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 South Dakota Executive Order 2023-02. 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.

1.10 CERTIFICATION OF NO STATE LEGISLATOR INTEREST

Offeror (i) understands neither a state legislator nor a business in which a state legislator has an ownership interest may be directly or indirectly interested in any contract with the State that was authorized by any law passed during the term for which that legislator was elected, or within one year thereafter, and (ii) has read South Dakota Constitution Article 3, Section 12 and has had the opportunity to seek independent legal advice on the applicability of that provision to any Agreement entered into as a result of this RFP. By signing an Agreement pursuant to this RFP, Offeror hereby certifies that the Agreement is not made in violation of the South Dakota Constitution Article 3, Section 12.

1.11 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.

1.12 OFFEROR INQUIRIES

Offerors may email inquiries concerning this RFP to obtain clarification of requirements. No inquiries will be accepted after April 3, 2024. Email inquiries must be sent to Kirsten.Blachford@state.sd.us with the following wording, exactly as written, in the subject line:

RFP10473 Questions.

The Department of Social Services (DSS) will respond to offerors’ inquiries by posting offeror aggregated questions and Department responses on the DSS website at http://dss.sd.gov/keyresources/rfp.aspx no later than April 10, 2024. For expediency, DSS may combine similar questions. 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.

1.13 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.

Offerors may submit a redacted copy of their proposal when they respond though this is optional.

1.14 LENGTH OF CONTRACT

The proposed contract would begin on June 1, 2024 and go through May 31, 2027 with the option for renewal up to two (2) one year extensions.

http://dss.sd.gov/keyresources/rfp.aspx

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1.15 GOVERNING LAW

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

1.16 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 AGREEMENT TERMS AND CONDITIONS

Any contract or agreement resulting from this RFP will include, at minimum, the State’s standard terms and conditions as seen in Attachment A. The Business Associate Agreement (BAA) is added as Attachment B.

The Bureau of Information and Telecommunications (BIT) Required State Hosted IT Contract Terms are included as Attachment D and required security and vendor questions are included as Attachment E.

Attachment 1 Information Technology Security Policy (ITSP), and Attachment 2 Acknowledgement Form.

The offeror should indicate in their response any issues they have with any specific contract terms. If the offeror does not indicate any contract term issues, then the State will assume the terms are acceptable.

3.0 SCOPE OF WORK

The Department of Social Services vision is Strong Families – South Dakota’s Foundation and Our Future.

The purpose of the Division of Child Protection Services is to assure children’s safety, permanency and well-being. The goal of Child Protection Services is to maintain children’s safety in their homes and when not possible, children may need either a temporary or permanent alternative family setting.

When parental rights are terminated, one of the permanency options available for children is adoption.

Adoption is defined as the process in which children who will not be raised by their birth parents become permanent legal members of an adoptive family. The Department of Social Services must ensure families who make a permanent commitment to a child in the custody of the Department of Social Services through adoption have supports and services to meet the ongoing needs of the child to ensure a successful adoption.

Families, who have adopted through private agencies, independent and international adoptions, and other states, may also need supports and services to ensure a successful adoption. The offeror selected for this contract must demonstrate adoption competencies in the services they provide to both children and adoptive families.

Post adoption services must be available to families regardless of their location throughout the State of South Dakota. Post adoption services must be inclusive to rural, urban, metro, and tribal areas throughout the state.

The offeror must become knowledgeable of services available in all parts of the state and develop expertise of which services would best meet the needs of adoptive families. Direct services provided to adoptive families must include assessing the family’s needs and providing referrals to community resources. These referrals may include therapy services such as individual, family, multifamily and group therapy, disability services, educational opportunities, parenting classes, support groups, cultural education and activities, mentoring programs, etc. Specialized respite care must also be explored to meet the needs of adopted

RFP10473 Page 6 of 13 children and their families. The offeror will also create a yearly parent/child bonding workshop to enhance the parent/child bond and a yearly camp for adopted youth to attend.

Post adoption services need to be easily accessible and widely known to adoptive families. The development of support services and education, training and family development will need to be enhanced so adoptive families can easily seek help when needed. The awareness of available post adoption services will be made through social media, email, mail, quarterly newsletters, and the DSS website.

If a child has Medicaid coverage, services covered by Medicaid should be the first option if appropriate for adopted children and their families.

The offeror will develop and implement a plan for mental health providers to access the National Training Initiative on Adoption Competency. The offeror will advertise the availability of the training to mental health service providers statewide and track those who complete the training. The provider will then become part of an adoption competent network of mental health service providers that adoptive families can be referred to.

3.1 Offeror must provide information regarding the following Post Adoption Services areas.

3.1.1 Describe expertise and knowledge of adoption and the unique issues and challenges that may arise once an adoption has finalized.

3.1.2 Describe what treatment modalities and services the Offeror believes are most effective to meet the unique issues and challenges of children and families after an adoption has finalized.

3.1.3 Describe services provided by the Offeror and what types of services a family might be referred to.

3.1.4 Describe services provided to adopted children and families by the Offeror centered around cultural sensitivity.

3.1.5 Describe what services can be funded through Medicaid.

3.1.6 Describe services or treatments that cannot be funded through Medicaid.

3.2 Offeror will describe in their proposal how their agency will provide direct services, support services, education, training, family development, and coordinate all.

3.2.1 To complete an initial assessment on adoptive families and their post adoption needs.

3.2.2 Provide support in connecting adoptive families with community resources.

3.2.3 Refer families to services to meet their needs.

3.2.4 Monthly reach out to the family after providing resources, to inquire if their needs are met or if they continue to need additional services.

3.2.5 Assist adoptive families in connecting to cultural community resources.

3.2.6 Assist families with information regarding programming for Group Homes and PRTF’s when other services have been unsuccessful.

3.2.7 Assisting with referral packets to Group Homes and PRTF’s.

3.2.8 Provide support towards discharge planning for youth in Group Care and Psychiatric

Residential Treatment Facilities.

3.2.9 Support Services:

3.2.10 Coordinate respite care.

3.2.11 Advocacy.

3.2.12 24/7 Crisis Stabilization.

3.2.13 Develop a Post Adoption Facebook Group.

3.2.14 Develop a Support Group for adoptive families.

3.2.15 Develop a Support Group for adopted children.

3.2.16 Establish an Adoption Mentorship Program for adoptive parents and adopted youth.

3.2.17 Yearly in person camp for adopted youth.

3.2.18 Create and maintain a directory of all services available within the State of South Dakota regarding community resources.

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3.2.19 Create and maintain an online directory of available services, trainings, webinars, parenting education, tools, books, podcasts, videos, etc.

3.2.20 Seek trainings and events both online and in person that adoptive families can be referred to.

3.2.21 Locate resources/services/tools for the DSS website to encourage the website to be a self-help stop for adoptive families.

3.2.22 Create a quarterly newsletter for adoptive families with parenting education, upcoming trainings, tips, tools, articles, etc., to be sent to all DSS adoptive families.

3.2.23 Develop a list serve for all adoptive families for ongoing communication about upcoming workshops, trainings, webinars, etc.

3.2.24 Create and continually provide updated content for DSS website Post Adoption page.

3.2.25 Assistance with supporting birth family connections

3.2.26 Parent/Child bonding workshops

3.2.27 Advocate implementation of the National Training Institute (NTI) adoption competency training with South Dakota mental health providers.

3.3 Describe in the proposal how the exchange of information will occur between the Child Protection Services Adoption Program Specialist and the offeror regarding the services provided in 3.1.2.

3.4 Describe in the proposal how the following post adoption monitoring and evaluation tasks will be completed.

3.4.1 Describe the processes to be utilized to monitor the consistency and quality of services provided to adoptive families in 3.1.2;

3.4.2 Describe processes to be utilized to evaluate the performance of staff assigned to complete the work in 3.1.2; and

3.4.3 Provide an example of the evaluation form to be completed by each adoptive family served in 3.1.2 by staff assigned to families.

3.5 Offeror will submit a report by the 10th of each month to the Child Protection Services Adoption Program Specialist. The Post Adoption Monthly Report form will include the following information:

name of family, date of services, type of services provided or recommended, location of services, narrative describing issue(s) addressed, projected length of services, outcome of services provided.

3.6 The Offeror will submit a monthly billing with the Post Adoption Monthly Report by the 10th of each month outlining monthly expenditures and funds remaining in the contract year.

3.7 Offeror must provide assurances of the following program responsibilities and expectations in the proposal.

3.7.1 Confidentiality of Child Protection Services information;

3.7.2 Financial management, including management of multiple funding sources, separate from all other agency funding - an outside accounting firm may be used to meet this requirement;

3.7.3 Allow Child Protection Services to review all financial records related to the contract upon request;

3.7.4 Sound personnel and administrative policies and practices are in place for employees that include an employee manual addressing policies such as sick and annual leave, work adjust hours, overtime, employee review process and expense reimbursement requests;

3.7.5 Each employee is aware of mandatory child abuse and neglect reporting requirements;

3.7.6 Communicate with Child Protection Services on an ongoing basis regarding any concerns regarding the services required under the contract;

3.7.7 Provide Child Protection Services with drafts of press releases, reports, brochures, and other materials related to the contract for approval;

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3.7.8 Give credit to Child Protection Services for its funding support on all press releases, reports, brochures, and other materials related to the contract; and

3.7.9 Provide telephone service, voice messaging service, email access, internet access, and a general agency email address.

3.8 The successful Offeror will have the following organization qualities and characteristics: Describe how you meet or exceed the following qualities and characteristics.

3.8.1 A history of providing high quality training and consultation at the community level;

3.8.2 Demonstrated experience in collaboration and partnership with DSS;

3.8.3 An administrative structure capable of efficiently managing statewide consultant staff as well as subcontracts where necessary;

3.8.4 Demonstrated leadership capability to develop services in collaboration with DSS and/or other provider agencies as well as evaluate services provided as the needs of the State continue to change;

3.8.5 A strong commitment to address cultural diversity;

3.8.6 A history of demonstrated effectiveness in subcontract management and/or lead agency coordination of multiple providers and ability to provide stability for these projects. As well as a description of how challenging issues were addressed within those subcontracts; and

3.8.7 A description of resources, both personnel and non-personnel required to perform all activities of the RFP.

3.9 If, as part of the offeror’s proposal, the propoal includes any I/T components such as hardware or software, the following applies:

3.9.1 Hosting and Data Access Requirements

The contract doubles as an agreement for the State to own the data tables and is able to manipulate data, run reports as needed, pull code tables, access raw data, and develop dashboards as needed through Microsoft Power BI, ESRI, Tableau and associated platforms.

3.9.2 Single Sign-On Requirements

As part of the State’s Identity and Access Management (IAM) strategy, the proposed solution will need to integrate with the State of South Dakota’s standard identity management service single sign-on (SSO) which enables custom control of how citizens and state employees sign up, sign in, and manage their profiles.

The SSO supports two industry standard protocols: OpenID Connect and OAuth 2.0 (preferred). This identity management will handle password recovery and multi-factor authentication (MFA). MFA is required for all application Administrators and may be required for other users. Microsoft’s official documentation on the identity provider the State has implemented can be found at: 1) https://docs.microsoft.com/en-us/azure/active-directory-b2c/ and https://docs.microsoft.com/en-us/azure/active-directory-b2c/integrate-with-app-code-samples for public/citizens (Azure B2C), 2) https://learn.microsoft.com/en-us/azure/active-directory/architecture/auth-oauth2 and https://learn.microsoft.com/en-us/azure/active-directory/develop/v2-protocols-oidc for state employees, businesses, partners, providers, etc. (Azure Active Directory).

If the offeror is not able to fulfill this identity management standard, they will be excluded from the list.

3.9.3 Onboarding/Provisioning Users

The offeror must describe how new users are onboarded/provisioned in the system using an external identity provider and provide an Identity/SSO/Login Design Document.

3.9.4 Interfaces and Integration

https://docs.microsoft.com/en-us/azure/active-directory-b2c/ https://docs.microsoft.com/en-us/azure/active-directory-b2c/ https://docs.microsoft.com/en-us/azure/active-directory-b2c/integrate-with-app-code-samples https://docs.microsoft.com/en-us/azure/active-directory-b2c/integrate-with-app-code-samples https://learn.microsoft.com/en-us/azure/active-directory/architecture/auth-oauth2 https://learn.microsoft.com/en-us/azure/active-directory/architecture/auth-oauth2 https://learn.microsoft.com/en-us/azure/active-directory/develop/v2-protocols-oidc https://learn.microsoft.com/en-us/azure/active-directory/develop/v2-protocols-oidc

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The offeror must describe how the system can adapt to business necessary interfaces using widely adopted open APIs and standards. Additionally, DSS expects that the offeror will make available/expose software services and publish documentation for those software services that would enable third party developers to interface other business applications. A detailed description of system capability must be included in the proposal.

3.9.5 Solution Diagram

The offeror must provide a solution diagram providing specific details of how the entire solution will meet the requirements of the RFP. This will include integration with the State’s infrastructure, existing systems that will integrate with the proposed solution, how data would flow between systems, the technology stack of the solution including any dependencies, and include, but not be limited to, user onboarding/provision and SSO.

3.9.6 Scanning

All hardware, website(s), or software purchased by the State and hosted by the State will be subjected to security scans by BIT.

All solutions acquired by the State that are hosted by the offeror, including Software as a Service, or hosted by a third-party for the offeror will be subjected to security scans by BIT or preapproved detailed security scan report provided by the offeror. The scan report sent in with the proposal can be redacted by the offeror. The State’s goal at this point is to see if the contents of the report will be acceptable, not to review the contents themselves. If the offeror will be providing a security scan report, one must be sent with the proposal for approval. Approval is not guaranteed. If the scan report is not acceptable, the State must scan the offeror’s solution. The actual scanning by the State or the submission of a security scan report will be done if the proposal is considered for further review.

A detailed security report must consist of at least:

• The system that was evaluated (URL if possible, but mask it if needed).

• The categories that were evaluated (example: SQL injection, cross site scripting, etc.)

• What were the general findings, (meaning how many SQL injection issues were found, what was the count per category)

• Technical detail of each issue found. (where was it found – web address, what was found, the http response if possible)

The cost of any scans done by the offeror or the offeror’s costs associated with the State’s scans must be part of the offeror’s bid. If the offeror is sending a security scan report, it should price the product both as if the State was to do the security scan or if the offeror was to do the security scan.

3.9.7 Any website or web application hosted by the offeror that generates email cannot use “@state.sd.us” as the originating domain name per state security policy.

3.9.8 If as part of the project the State will be acquiring software the proposal should clearly state if the software license is perpetual or a lease. If both are options, the proposal should clearly say so and state the costs of both items separately.

3.9.9 If the offeror will have State data on its system(s) or on a third-party’s system and the data cannot be sanitized at the end of the project, the offeror’s proposal must indicate this and give the reason why the data cannot be sanitized as per the methods in NIST 800- 88.

3.9.10 The offeror’s solution cannot include any hardware or hardware components manufactured by Huawei Technologies Company, Nuctech, or ZTE Corporation or any subsidiary or affiliate of such entities. This includes hardware going on the State’s network as well as the offeror’s network if the offeror’s network is accessing the State’s network or accessing State data. This includes Infrastructure as a Service, Platform as a Service or Software as a Service situations. Any company that is considered to be a security risk by the government of the United States under the International Emergency Economic Powers Act, in a United States appropriation bill, an Executive Order, or listed on the US Department of Commerce’s Entity List will be included in this ban.

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3.9.11 If the offeror’s solution requires accounts allowing access to State systems, then the offeror must indicate the number of the offeror’s staff or subcontractors that will require access, the level of access needed, and if these accounts will be used for remote access.

These individuals will be required to use Multi-Factor Authentication (MFA). The State’s costs in providing these accounts will be a consideration when assessing the cost of the offeror’s solution. If the offeror later requires accounts that exceed the number of accounts that was originally indicated, the costs of those accounts will be borne by the offeror and not passed onto the State. All State security policies can be found in the Information Technology Security Policy (ITSP) attached to this RFP as Attachment 1.

The offeror should review the State’s security policies regarding authorization, authentication, and, if relevant, remote access (See ITSP 230.67, 230.76, and 610.1).

Use of Remote Access Devices (RAD) by contractors to access the State’s system must be requested when an account is requested. The offeror should be aware that access accounts given to non-state employees, Non-State (NS) accounts, will be disabled if not used within 90 days. A NS account may be deleted after 30 days if it is not used.

4.0 PROPOSAL REQUIREMENTS AND COMPANY QUALIFICATIONS

4.1 Provide the following information related to at least three previous and current service/contracts performed by the offeror’s organization which are similar to the requirements of this RFP. Provide this information as well for any service/contract that has been terminated, expired or not renewed in the past three years:

4.1.1 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;

4.1.2 Dates of the service/contract; and

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

4.2 The offeror must submit information that demonstrates their availability and familiarity with the locale in which the project (s) are to be implemented.

4.3 The offeror must detail examples that document their ability and proven history in handling special project constraints.

4.4 The offeror must describe their proposed project management techniques.

4.5 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.

4.6 Offeror's Contacts: 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.

4.7 The offeror may be required to submit a copy of their most recent independently audited financial statements.

4.8 If an offeror’s proposal is not accepted by the State, the proposal will not be reviewed/evaluated.

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5.0 PROPOSAL RESPONSE FORMAT

5.1 Only a PDF copy shall be submitted.

5.1.1 As outlined in section 1.5 “SUBMITTING YOUR PROPOSAL” proposals shall only be submitted electronically via SFTP.

5.1.2 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 oraganized and tabbed with labels for the following headings:

5.2.1 RFP Form. The State’s Request for Proposal form completed and signed.

5.2.2 Executive Summary. The one or 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.

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

5.2.3.1 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.

5.2.3.2 A specific point-by-point response, in the order listed, to each requirement in the RFP as detailed in Sections 3 and 4. The response should identify each requirement being addressed as enumerated in the RFP.

5.2.3.3 A clear description of any options or alternatives proposed.

5.2.4 Cost Proposal. Cost will be evaluated independently from the technical proposal.

Offerors may submit multiple cost proposals. All costs related to the provision of the required services must be included in each cost proposal offered.

See section 7.0 for more information related to the cost proposal.

5.2.5 The Bureau of Information and Telecommunications (BIT required security and vendor questions are included as Attachment E. This will need to be completed and returned with offeror’s proposal if technology is includes as a part of the proposal.

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 listed in order of importance:

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

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

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

6.1.4 Availability to the project locale;

6.1.5 Familiarity with the project locale;

6.1.6 Proposed project management techniques;

6.1.7 Ability and proven history in handling special project constraints, and

6.1.8 Cost proposal.

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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 the highest ranked offeror shall mutually discuss and refine the scope of services for the project and shall negotiate terms, including compensation and performance schedule.

6.5.1 If the agency and the highest ranked offeror are unable for any reason to negotiate a contract at a compensation level that is reasonable and fair to the agency, the agency shall, either orally or in writing, terminate negotiations with the contractor. The agency may then negotiate with the next highest ranked contractor.

6.5.2 The negotiation process may continue through successive offerors, according to agency ranking, until an agreement is reached or the agency terminates the contracting process.

6.5.3 Only the response of the vendor awarded work becomes public. Responses to work orders for vendors not selected and the evaluation criteria and scoring for all proposals are not public. Vendors may submit a redacted copy with the full proposal as stated in Section 1.12 Proprietary Information. SDCL 1-27-1.5 and See SDCL 1-27-1.5 and 1-27- 1.6.

7.0 COST PROPOSAL

The Offeror must submit Attachment C – Cost Proposal Spreadsheet with the proposal for the allocation of various expenses associated with the providing services to the State within the scope of their proposal. This proposal must include all cost associated with employee salaries and benefits, for direct and indirect care staff, insurance vehicle costs, facility rent/lease/maintenance cost, office supply cost, utilities, professional fees and contract services and any other expenses that are deemed necessary to perform the services outlined in this proposal (see Attachment C – Cost Proposal Spreadsheet).

The submitted cost report used to establish rates shall remain in effect throughout the contract period. The reimbursement rate may be adjusted by any inflationary increases provided by the Legislature. If for any reason the appropriate funds or grant expenditure authority becomes unavailable to the Division of Child Protection Services, discontinuation of funding will not be a default by the State nor does it give rise to claim against the state.

RFP10473 Page 13 of 13

DSS Purchase Order #:25SC08 _ _ _ _ Consultant Contract #: 25-0800- _ _ _

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ATTACHMENT A

DEPARTMENT OF SOCIAL SERVICES

DIVISION OF CHILD PROTECTION

Consultant Contract For Consultant Services

Between

State of South Dakota Department of Social Services

DIVISION OF CHILD PROTECTION

700 Governors Drive Pierre, SD 57501-2291

Referred to as Consultant Referred to as State

The State hereby enters into a contract (the “Agreement” hereinafter) for consultant services with the Consultant.

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

1. CONSULTANT’S South Dakota Vendor Number is . Upon execution of agreement, Consultant will provide the State with Consultant’s Employer Identification Number or Federal Tax Identification Number.

2. PERIOD OF PERFORMANCE̘:

A. This Agreement shall be effective as of June 1, 2024 and shall end on May 31, 2027 with the option to renew up to two (2) one year extensions, unless sooner terminated pursuant to the terms hereof.

B. Agreement is the result of request for proposal process RFP10473.

3. PROVISIONS:

A. The Purpose of this Consultant contract is:

1. To select an offeror that can provide post adoption services to families that have adopted children from the Division of Child Protection Services. And, to other adoptive families that without such help, disruption of an adoption may occur.

2. Does this Agreement involve Protected Health Information (PHI)? YES ( X ) NO ( ) If PHI is involved, a Business Associate Agreement must be attached and is fully incorporated herein as part of the Agreement (refer to attachment) .

3. The Consultant WILL ( ) WILL NOT ( X ) use state equipment, supplies or facilities.

4. If WILL is indicated above, the following state equipment, supplies, or facilities will be used.

B. The Consultant agrees to perform the following services (add an attachment if needed):

1.

C. The State agrees to:

1.

2. Make payment for services upon satisfactory completion of services and receipt of bill. Payment will be in accordance with SDCL 5-26-2.

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3. Will the State pay Consultant expenses as a separate item?

YES ( ) NO ( X )

If YES, expenses submitted will be reimbursed as identified in this Agreement.

D. The TOTAL CONTRACT AMOUNT will not exceed $ .

4. BILLING:

Consultant agrees to submit a bill for services within (30) days following the month in which services were provided. Consultant will prepare and submit a monthly bill for services. Consultant agrees to submit a final bill within 30 days of the Agreement end date to receive payment for completed services. If a final bill cannot be submitted in 30 days, then a written request for extension of time and explanation must be provided to the State.

5. TECHNICAL ASSISTANCE:

The State agrees to provide technical assistance regarding Department of Social Services rules, regulations and policies to the Consultant and to assist in the correction of problem areas identified by the State’s monitoring activities.

6. LICENSING AND STANDARD COMPLIANCE:

The Consultant agrees to comply in full with all licensing and other standards required by Federal, State, County, City or Tribal statute, regulation or ordinance in which the service and/or care is provided for the duration of this Agreement. The Consultant will maintain effective internal controls in managing the federal award.

Liability resulting from noncompliance with licensing and other standards required by Federal, State, County, City or Tribal statute, regulation or ordinance or through the Consultant’s failure to ensure the safety of all individuals served is assumed entirely by the Consultant.

7. ASSURANCE REQUIREMENTS:

(For Federally funded contracts only). The Consultant agrees to abide by all applicable provisions of the following: Byrd Anti Lobbying Amendment (31 USC 1352), Executive orders 12549 and 12689 (Debarment and Suspension), Drug-Free Workplace, Executive Order 11246 Equal Employment Opportunity, Title VI of the Civil Rights Act of 1964, Title VIII of the Civil Rights Act of 1968, Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, Drug Abuse Office and Treatment Act of 1972, Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970, Age Discrimination Act of 1975, Americans with Disabilities Act of 1990, Pro-Children Act of 1994, Hatch Act, Health Insurance Portability and Accountability Act (HIPAA) of 1996 as amended, Clean Air Act, Federal Water Pollution Control Act, Charitable Choice Provisions and Regulations, Equal Treatment for Faith-Based Religions at Title 28 Code of Federal Regulations Part 38, the Violence Against Women Reauthorization Act of 2013 and American Recovery and Reinvestment Act of 2009, as applicable; and any other nondiscrimination provision in the specific statute(s) under which application for Federal assistance is being made; and the requirements of any other nondiscrimination statute(s) which may apply to the award.

8. COMPLIANCE WITH EXECUTIVE ORDER 2020-01:

By entering into this Agreement, Consultant certifies and agrees that it has not refused to transact business activities, it has not terminated business activities, and it has not taken other similar actions intended to limit its commercial relations, related to the subject matter of this Agreement, with a person or entity that is either the State of Israel, or a company doing business in or with Israel or authorized by, licensed by, or organized under the laws of the State of Israel to do business, or doing business in the State of Israel, with the specific intent to accomplish a boycott of 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 terminate this Agreement.

Consultant further agrees to provide immediate written notice to the State if during the term of this Agreement it no longer complies with this certification and agrees such noncompliance may be grounds for termination of this Agreement.

9. COMPLIANCE WITH SDCL ch 5-18A:

Contractor certifies and agrees that the following information is correct:

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The bidder or offeror is not an organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnership, limited liability company, or other entity or business association, including all wholly-owned subsidiaries, majority-owned subsidiaries, parent companies, or affiliates, of those entities or business associations, regardless of their principal place of business, which is ultimately owned or controlled, directly or indirectly, by a foreign parent entity from, or the government of, the People’s Republic of China, the Republic of Cuba, the Islamic Republic of Iran, the Democratic People’s Republic of Korea, the Russian Federation, or the Bolivarian Republic of Venezuela.

It is understood and agreed that, if this certification is false, such false certification will constitute grounds for the purchasing agency 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, and further would be cause to suspend and debar a business under SDCL § 5-18D-12.

The successful bidder or offeror further agrees to provide immediate written notice to the purchasing 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 and would be cause to suspend and debar a business under SDCL § 5-18D-12.

10. CERTIFICATION OF NO STATE LEGISLATOR INTEREST:

Contractor (i) understands neither a state legislator nor a business in which a state legislator has an ownership interest may be directly or indirectly interested in any contract with the State that was authorized by any law passed during the term for which that legislator was elected, or within one year thereafter, and (ii) has read South Dakota Constitution Article 3, Section 12 and has had the opportunity to seek independent legal advice on the applicability of that provision to this Agreement. By signing this Agreement, Contractor hereby certifies that this Agreement is not made in violation of the South Dakota Constitution Article 3, Section 12.

11. RETENTION AND INSPECTION OF RECORDS:

The Consultant agrees to maintain or supervise the maintenance of records necessary for the proper and efficient operation of the program, including records and documents regarding applications, determination of eligibility (when applicable), the provision of services, administrative costs, statistical, fiscal, other records, and information necessary for reporting and accountability required by the State. The Consultant shall retain such records for a period of six years from the date of submission of the final expenditure report. If such records are under pending audit, the Consultant agrees to hold such records for a longer period upon notification from the State. The State, through any authorized representative, will have access to and the right to examine and copy all records, books, papers or documents related to services rendered under this Agreement.