RFP Document.pdf

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STATE OF SOUTH DAKOTA

INFORMATION TECHNOLOGY (IT) RFP

SOUTH DAKOTA DEPARTMENT OF HEALTH/DIVISION OF HEALTHCARE ACCESS

OFFICE OF PUBLIC HEALTH PREPAREDNESS & RESPONSE

4101 W. 38TH STREET, SUITE 102

SIOUX FALLS, SD 57106

PUBLIC HEALTH & MEDICAL EMERGENCY INCIDENT MANAGEMENT SOFTWARE

PROPOSALS ARE DUE NO LATER THAN June 16, 2025

RFP #: 25-0901005-018 STATE POC: PUBLIC HEALTH PREPAREDNESS & RESPONSE

EMAIL: PHPRInfo@state.sd.us

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FIRM NAME: AUTHORIZED SIGNATURE:

ADDRESS: TYPE OR PRINT NAME:

CITY/STATE: TELEPHONE NO:

ZIP (9 DIGITS): FAX NO:

E-MAIL:

PRIMARY CONTACT INFORMATION

CONTACT NAME:

TELEPHONE NO:

FAX NO: E-MAIL:

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1 General Information

1.1 Purpose of Request for Proposal (RFP)

The South Dakota Department of Health, Office of Public Health Preparedness and Response is initiating this RFP for the purchase and implementation of cloud-based programs to help support Incident Management, including software, hosting, disaster recovery, implementation, training, and maintenance for use by the South Dakota Department of Health. This RFP is intended to support five project areas, including:

1.1.1 Incident Management

1.1.2 Volunteer Registry and Management

1.1.3 Health Alert Network (HAN) operations

1.1.4 Patient Tracking

1.1.5 Bed Availability Tracking

Offerors can respond to any combination of the project areas. Offerors must identify which topic areas are included in their RFP response.

South Dakota Department of Health, Office of Public Health Preparedness and Response works with the South Dakota Health Care Coalition, hospitals, clinics, long term care, other healthcare providers, emergency management and emergency medical services. During incidents, events, drills, exercises, etc. SD Department of Health, Office of Public Health Preparedness and Response strives for a common operating picture. These software platforms provide the ability to share information with everyone, collect data, track, and have a common operating system for all entities to access.

1.2 Issuing Office and RFP Reference Number

The South Dakota Department of Health, Office of Public Health Preparedness and Response (“Agency”) is the issuing office for this document and all subsequent addenda relating to it, on behalf of the State of South Dakota (“State”). The reference number for this transaction is RFP#25-0901005-018. This reference number must be referred to on all proposals, correspondence, and documentation relating to this RFP. For purposes of this RFP, the State’s centralized IT agency, the Bureau of Information and Telecommunications (“BIT”), must approve all IT related purchases.

1.3 Schedule of Activities (Subject to Change)

All deadlines in the Schedule of Activities are due by 11:59 p.m. CST. The Schedule of Activities for this RFP is as follows:

RFP Publication 05/01/2025 Deadline for Submission of Written Inquiries 05/15/2025 Deadline for Responses to offeror Questions 05/29/2025 Deadline for Proposal Submission 06/16/2025 Discussions / Technical Review TBD Demonstrations and presentations (if required) TBD Proposal Revisions (if required) TBD Anticipated Award Decision/Contract Negotiation 08/01/2025

1.4 Submitting a Proposal

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All proposals must be completed and received by the Agency by the date and time indicated in Section 1.3 Schedule of Activities.

Proposals received after the Deadline for Proposal Submission will be late and ineligible for consideration.

All proposals must be signed, in ink or electronically, by a representative of the offeror who is legally authorized to bind the offeror to the proposal. Proposals that are not properly signed may be rejected. The offeror’s proposal must be prepared pursuant to the requirements of Section 6 Proposal Submission Requirements of this RFP.

The State will only accept electronic proposals via email.

Each offeror must provide an electronic version of the proposal. The electronic version should be provided in MS Word or in PDF format to PHPRinfo@state.sd.us. The email, including attachments, must be limited to 20MB in size.

No proposal will be accepted from, or no contract or purchase order will 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 offeror shall attach an explanation to its 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 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

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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.

1.8 Certification of No State Legislature Interest

The bidder or 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, the bidder or offeror certifies that the Agreement is not made in violation of the South Dakota Constitution Article 3, Section 12.

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 Questions Regarding RFP

All written questions should be sent to: PHPRinfo@state.sd.us only emailed questions will be accepted.

Each offeror may submit questions via email concerning this RFP to obtain clarification of requirements. No questions will be accepted after the date and time indicated in the above schedule of activities. Email questions to the email address listed above with the subject line “RFP#25-0901005-018”. The questions and their answers will be sent to all offerors that submitted Letters of Intent, submitted questions, or requested the questions and answers via email before the proposal submittal date and will be sent by the date and time indicated in the above calendar of events. Offeror 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 that have not originated from the SD RFP Project Contact. Offerors will be notified in the same manner as indicated above regarding any modifications to 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 exclusion from specific

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procurements.

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 length of the contract will be for a term of one year. The State will have the opportunity to renew the contract annually for up to 10 one-year time extensions. The extension(s) will not be automatic.

1.13 Governing Law

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

1.14 Presentations/Demonstrations

At the State’s discretion, the State may require a presentation or demonstration by an offeror to clarify a proposal. However, the State may award a contract based on the initial proposals received without a presentation or demonstration by the offeror. If presentations or demonstrations are required, they will be scheduled after the submission of proposals. Presentations and demonstrations will be made at the offeror’s expense.

1.15 Discussions

At the State’s discretion, the offeror may or may not be invited to have discussions with the State. The discussions can be before or after the RFP has been submitted.

Discussions will be made at the offeror’s expense.

1.16 Technical Review

At the State’s discretion, the State may require a technical review of the offeror based on the offeror’s proposal and response to the Security and Vendor Questionnaire.

1.17 Negotiations

This process is a Request for Proposal/Competitive Negotiation process. Each proposal will be evaluated, and each respondent will be available for negotiation meetings at the State’s request. The State reserves the right to negotiate on any component of every

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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 Standard Contract Terms and Conditions

Any contract or agreement resulting from this RFP will include the State’s standard terms and conditions as listed below, the State’s standard Information Technology (“IT”) contract terms listed in Appendix A, and any additional terms and conditions as negotiated by the parties. The offeror must indicate in its response any issues it has with specific contract terms. If the offeror does not indicate that there is an issue with a specific contract term, then the offeror will be deemed to have accepted the contract terms as written.

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 will start on , and end on

, unless terminated sooner pursuant to the terms of the Agreement.

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 TOTAL CONTRACT AMOUNT is an amount not to exceed $ . The State will not pay Contractor's expenses as a separate item. Payment will be made pursuant to itemized invoices submitted with a signed state voucher. Payment will be made consistent with SDCL chapter 5-26.

2.5 The Contractor agrees to indemnify the State of South Dakota, its officers, agents, and employees, from and against all claims or proceedings for actions, suits, damages, liabilities, other losses or equitable relief that may arise at least in part as a result of an act or omission in performing services under this Agreement. The Contractor will defend the State of South Dakota, its officers, agents, and employees against any claim, including any claim, action, suit, or other proceeding related to the claim. The Contractor’s obligation to indemnify includes the payment of attorney fees and other costs of defense.

In defending the State of South Dakota, its officers, agents, and employees, the Contractor will engage other professionals, subject to the written approval of the State which will not be unreasonably withheld. Notwithstanding the foregoing, the State may, in its sole discretion and at the expense of the Contractor, engage attorneys and other professionals to defend the State of South Dakota, its officers, agents, and employees, or to assist the Contractor in the defense. This section does not require the Contractor to be responsible for or defend against claims or proceedings for damages, liabilities, losses, or equitable relief arising solely from errors or omissions of the State, its officers, agents, or employees.

2.6 During the term of this Agreement, the Contractor will obtain and maintain in force insurance coverage of the types and with the limits as follows:

A. Commercial General Liability Insurance:

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The Contractor will maintain occurrence based commercial general liability insurance or equivalent form with a limit of not less than $1 million for each occurrence. If such insurance contains a general aggregate limit it will apply separately to this Agreement or be no less than two times the occurrence limit. The insurance policy will name the State of South Dakota, its officers and employees, as additional insureds, but liability coverage is limited to claims not barred by sovereign immunity. The State of South Dakota, its officers and employees do not hereby waive sovereign immunity for discretionary conduct as provided by law.

B. Professional Liability Insurance or Miscellaneous Professional Liability Insurance:

The Contractor will procure and maintain professional liability insurance or miscellaneous professional liability insurance with a limit not less than $1 million.

C. Business Automobile Liability Insurance:

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

D. Workers’ Compensation Insurance:

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

Before beginning work under this Agreement, Contractor will furnish the State with properly executed Certificates of Insurance which will 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 will furnish copies of insurance policies if requested by the State.

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

2.8 The 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. The Contractor will report any such event to the State immediately upon discovery.

The Contractor's obligation under this section will 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. The Contractor’s obligation to report will 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 will not excuse or satisfy any obligation of the 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 of this Agreement, this Agreement may be terminated by the State at any time with or without notice. If termination for a breach is affected by the State, any payments due to the Contractor at the time of termination may be adjusted to cover any additional costs to the

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State because of the Contractor's breach. 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 breach by the Contractor it is determined that the Contractor was not at fault, then the Contractor will 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 upon five (5) business days’ written notice. The Contractor agrees that termination for any of these reasons is not a default by the State nor does it give rise to a claim against the State or any officer, agent, or employee of the State, and the Contractor waives any claim against the same.

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 will be expressly identified as a part of this Agreement and be signed by an authorized representative of each of the parties to this Agreement.

2.12 This Agreement will be governed by and construed in accordance with the laws of the

State of South Dakota, without regard to any conflicts of law principles, decisional law, or statutory provision which would require or permit the application of another jurisdiction’s substantive law. Venue for any lawsuit pertaining to or affecting this Agreement will be in Circuit Court, Sixth Judicial Circuit, Hughes County, South Dakota.

2.13 The Contractor will comply with all federal, tribal, state, and local laws, regulations, ordinances, guidelines, permits, requirements, and other standards applicable to providing services pursuant to this Agreement and will be solely responsible for obtaining current information on such requirements. Nothing herein will constitute a waiver by the State to any defense to jurisdiction nor will anything under this Agreement constitute an acknowledgement by the State that any tribe has or exercises any jurisdiction over this Agreement or the parties.

2.14 The Contractor may not use subcontractors to perform the services described in this

Agreement 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, tribal, state, and local laws, regulations, ordinances, guidelines, permits, and other standards and will adopt such review and inspection procedures as are necessary to assure such compliance. The State, at its option, may require the vetting of any subcontractors. The Contractor will assist in the vetting process.

2.15 The State reserves the right to reject any person from performing services under this

Agreement who the State believes would be detrimental to the services, presents insufficient skills, presents inappropriate behavior, or is considered by the State to be a security risk.

2.16 The Contractor hereby acknowledges and agrees that all reports, plans, specifications, UPDATED MARCH 19, 2025 V4.0 9 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 will 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. 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.

2.17 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.

2.18 By signing this Agreement, the Contractor certifies and agrees that is has not refused to transact business activities, have not terminated business activities, and have 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 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 terminate this Agreement. During the term of this Agreement, if the Contractor no longer complies with this certification, the Contractor agrees to provide immediate written notice to the State and agrees such noncompliance may be grounds for termination of this Agreement.

2.19 Pursuant to South Dakota Codified Law § 5-18A, by entering into this Agreement with the

State of South Dakota, the Contractor certifies and warrants that the Contractor is not a prohibited 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 Codified Law § 5-18A.

The Contractor agrees that if this certification is false, the State may terminate this Agreement with no further liability to the State. The Contractor further agrees to provide immediate written notice to the State if during the term of the contract it no longer complies with this certification, and the Contractor agrees such noncompliance may be grounds for contract termination and would be cause to suspend and debar a business under SDCL § 5-18D-12.

2.20 The 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, UPDATED MARCH 19, 2025 V4.0 10 the Contractor certifies that this Agreement is not made in violation of the South Dakota Constitution Article 3, Section 12.

2.21 Any notice or other communication required under this Agreement will be in writing and sent to the address set forth above. Notices will be given by and to on behalf of the State, and by and to , 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 will be deemed to have been delivered when mailed by first class mail, provided that notice of default or termination will be sent by registered or certified mail, or, if personally delivered, when received by such party.

2.22 In the event that any court of competent jurisdiction will hold any provision of this

Agreement unenforceable or invalid, such holding will not invalidate or render unenforceable any other provision of this Agreement.

2.23 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 in this Agreement, this Agreement constitutes the entire agreement with respect to the subject matter.

2.24 The waiver by either party of a breach or violation of any provisions of this Agreement will not operate as, or be construed to be, a waiver of any subsequent breach of the same or other provision of this Agreement.

2.25 Nothing in this Agreement is intended to constitute a waiver of sovereign immunity by or on behalf of the State of South Dakota, its agencies, officers, or employees.

2.26 Neither party will disclose the contents of the Agreement except as required by applicable law or as necessary to carry out the terms of the Agreement or to enforce that party’s rights under this Agreement. The Contractor acknowledges that the State of South Dakota and its agencies are public entities and thus are bound by South Dakota open meetings and open records laws. It is therefore not a breach of this Agreement for the State to take any action that the State reasonably believes is necessary to comply with the South Dakota open records or open meetings laws, including, without limitation, posting this Agreement on the website pursuant to SDCL § 1-27-46.

3 Scope of Work

3.1 The mission of the South Dakota Department of Health (DOH), Office of Public Health

Preparedness and Response (OPHPR) is to develop and maintain the relationships, infrastructure, and expertise to prepare for and respond to public health emergencies.

The South Dakota DOH/OPHPR is initiating this RFP for the purchase and implementation of cloud-based programs to help support Incident Management, including software, hosting, disaster recovery, implementation, training and maintenance for use by the South Dakota Department of Health. This RFP is intended to support five project areas, including:

3.1.1 Incident Management – an electronic incident command system (ICS) that adheres to the National Incident Management System (NIMS) framework and ICS guidance and is adapted for public health and healthcare use.

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3.1.2 Volunteer Registry and Management – a system for the registry, tracking and deployment of volunteers for the fulfillment of the Administration for Strategic Preparedness & Response (ASPR) Hospital Preparedness Program Cooperative Agreement Emergency System for Advanced Registration of Volunteer Health Professionals (ESAR-VHP) compliance requirements.

3.1.3 Health Alert Network (HAN) Operations - maintain a statewide delivery system for regional and local messaging of alerts, advisories and updates from Center for Disease Control (CDC), South Dakota Department of Health (SD DOH) and South Dakota Department of Public Safety, Office of Emergency Management (SD DPS/OEM). This allows for the rapid distribution of public health and emergency management information to healthcare and emergency management.

3.1.4 Patient Tracking - electronic system for the tracking and movement of triaged patients in the event of a mass casualty situation.

3.1.5 Bed Availability Tracking - electronic system for tracking hospital and healthcare bed types available daily by facility as well as facility situational assessment data.

Offerors can respond to any combination of the project components (3.1.1-3.1.5).

Offerors must identify which project components are included in the response.

3.2 General Requirements:

3.2.1 The proposed project components shall be commercially available (beta versions will not be considered) and designed to support disaster and special event management, and daily operations.

3.2.2 The proposed project components must be web browser based and capable of supporting more than one browser client (Edge, Chrome, Safari, Firefox, etc.)

and must be formatted for tablet devices and mobile phones.

3.2.3 The proposed project components shall not have per seat/per use license fees and be able to support 1,500 concurrent users.

3.2.4 All software shall be designed to work with projectors for information display.

3.2.5 The proposed project components must offer a high availability solution with a track record of 99.99% uptime or better.

3.2.6 The proposed project components must be easily scalable should other organizations wish to participate.

3.3 Security/Monitoring Requirements:

3.3.1 The proposed project components must provide complete control to sensitive data via secure password protected methodology.

3.3.2 The web-based project components must support secure internet connectivity.

https://aspr.hhs.gov/ESAR-VHP/Pages/default.aspx

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The vendor’s software must undergo security scanning as required in Section 4 of this RFP. Vendor to describe scanning methodology.

3.3.3 The proposed project components shall allow authorized administrators to view currently logged in users of a system and be able to terminate current connections as needed.

3.3.4 The project components shall provide a full and complete audit trail of users who have accessed the system and their actions.

3.3.5 The proposed project components must:

A) Provide role-based access for administrators and users.

B) Allow administrators to assign user privileges and access based on User’s

Role and necessity.

C) Software must provide a multi-user, multi-role system in a secure environment.

D) Provide administrative controls for access to read, write, edit, delete.

3.4 External Interfaces and 3rd Party Products Requirements:

3.4.1 Vendor must identify how interfaces to third party products (IMS, CADs, EHRs) are handled, including Federal agency interfaces.

3.5 Hosting Environment and Data Access Requirements

In addition to the Hosting Environment and Data Access Requirements in Section 4.2.1, the offeror’s proposal must also include the following:

3.5.1 The proposed project components must provide a hosting environment with a primary-alternate configuration to ensure reliability.

3.5.2 Vendors must describe their disaster recovery process

3.5.3 The hosting environment must offer SSAE-16, SOC-2 compliant facilities.

3.5.4 The proposed project component must not require any software to be downloaded onto Customer machines to function properly. Solutions that require installation of client software will not be considered.

3.5.5 Option of an additional mobile application available to be used on tablets or mobile phones is requested. Mobile-native applications must use the State’s Identity Provider.

3.6 Incident Command System Project Area Features – General Requirements:

3.6.1 Vendors shall describe how the proposed software can be used for each of the following:

a) System can be used to manage disasters, special events, security and day-to-day operations.

b) System shall be capable of being used for multiple real world and drill/exercise events simultaneously.

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c) System can manage related incidents in a hierarchal incident structure.

d) Describe how customers collaborate regionally.

3.6.2 The proposed IMS project component shall comply with National Incident

Management System (NIMS) principles and provisions for the Incident Command System (ICS).

3.6.3 Vendor shall describe the system’s IAP capability.

3.6.4 The proposed IMS project component must support Emergency Support.

3.6.5 The proposed IMS project component must time and date stamp all actions performed on the system, and preferably include the user name of the person performing the action. Time and date stamps must not be alterable.

3.6.6 The proposed system must provide spell-check capability.

3.6.7 The proposed system must provide for all major facets of emergency management without requiring the purchase of additional modules.

3.6.8 Must provide for Receipt of Alert Notifications.The offeror must include in its proposal what methods the offeror’s deliverable has to deliver alerts. The offeror’s deliverable will be responsible for facilitating the communication of any alert.

3.6.9 Proposals shall include Alert Notification for the following:

a) Incidents/Events

b) Resource Requests

c) Mission Taskings

d) Other Requests/Polling of Stakeholders

3.7 Incident Command System Project Area User Tools Requirements:

3.7.1 The proposed system must include automated After-Action Report functionality.

3.7.2 The proposed system must have formatting capabilities for standard Homeland

Security Exercise and Evaluation Program (HSEEP) reporting.

3.7.3 The proposed system must include an integrated Joint Commission 6 Critical

Element Evaluation.

3.7.4 The proposed system must have the ability to, or the option of, automation of

Bed Availability data reporting from Electronic Medical Record provider.

3.7.5 The proposed system must have the ability to automatically extract census data from their Electronic Medical Record provider and populate a patient manifest within the incident management platform.

3.7.6 IMS shall include a status board that displays all open incidents and active users.

3.7.7 Proposals must outline how the proposed IMS project component handles

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incident journaling and logging.

3.7.8 The proposed IMS project component must include integrated ICS forms.

3.7.9 Proposals shall describe how the proposed IMS product handles mission/tasking.

3.7.10 Proposal shall identify how users can switch between incidents and authorized roles/positions without logging out of the system.

3.7.11 The proposed IMS product shall have integrated All Hazards checklists, and be adaptable for Hospital Incident Command Systems (HICS) .

3.7.12 The proposed IMS product must include a database that stores contact information for individuals.

3.7.13 The proposed IMS software shall have a method to store documents and link them to incidents, critical infrastructure and key resources (CIKR), and missions at a minimum. The proposed IMS software shall have the ability to integrate with the State’s Document Management System (FileDirector) using APIs.

3.7.14 Proposed IMS product shall provide a common operating picture.

3.7.15 Proposed solution shall provide the capability for multiple agencies to operate under a common incident.

3.7.16 Proposed product shall support resource and map sharing features between users based on permissions.

3.7.17 Provide the ability to poll the deployment for resource status, operations status, or ask basic questions of the user base.

3.7.18 Proposed system must include mobile app that allows for the initiation of incidents, log entry and enter data, assign to ICS role, and uploading pictures.

3.7.19 Proposed system must include a mobile app for the triage and tracking of patients. Mobile-native applications must use the State’s Identity Provider.

3.8 Incident Command System Project Area Administrative Features:

3.8.1 The proposed IMS software shall provide the ability to create incidents, manage multiple incidents simultaneously, and store, query and view historical data associated with an incident.

3.8.2 The proposed project components must have a distinct user administration section. A system administrator must be able to easily add/change/inactivate/remove users. Each user much have a distinct access profile that defines that user’s access to data, at a minimum, read or edit access.

3.8.3 Administration of the proposed project component shall be through a browser.

Software administration from the server only will not be considered.

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3.8.4 The proposed project component shall be capable of supporting a large number of users from multiple jurisdictions.

3.8.5 The proposed project component shall support the ability to export reports in

XML, CSV, PDF, MHTML, Excel, TIFF and Word formats.

3.8.6 Historical data must follow the Agency’s record retention policies on the IMS project component on an incident basis to facilitate post-operational analysis and debriefing.

3.8.7 The proposed project component must allow agencies/users access to the system from any location (e.g., local, regional, state, national, office, home, hotel, etc.) thereby implementing a “Virtual EOC”.

3.8.8 The proposed project component must provide links to different types of reference data.

3.9 Incident Command System Project Area Mapping Feature Requirements:

3.9.1 The system shall allow authorized users to annotate the map using icons, labels or other symbols.

3.9.2 Must be capable of viewing live dynamic, multiuser process data on a map.

3.9.3 Must be capable of combining data with other geographic information system

(GIS) or services on a single map.

3.9.4 Must be capable of saving locations or marking areas as bookmarks.

3.9.5 The system shall have the ability to display Critical Infrastructure/Key Resources

(CI/KR) on a map based on the geocode resource location.

3.10 Implementation Support Requirements

3.10.1 Describe software installation process. Software must be deployed within 90 days of award.

3.10.2 Describe onsite and offsite training opportunities.

3.10.3 Describe end user documentation as well as online help available from within the application.

3.10.4 Describe Administrative User documentation as well as online help available from within the application.

3.10.5 Software subscription must include all upgrades, including major releases.

3.10.6 Describe vendor’s approach to customer support.

3.10.7 Describe schedule for software releases.

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4 Project Deliverables/Approach/Methodology

The offeror must describe in detail how its proposed deliverables will meet the needs of the State as described in Section 3. At its sole discretion, the State may consider a solution that includes any of these deliverables or consider deliverables not originally listed.

An offeror must highlight any requirement in Section 3 or Section 4 that the offeror’s proposed deliverables cannot comply with, and the offeror must provide any suggested “work-around” to the requirement in question or a future date that the offeror will be able to comply with the requirement.

4.1 The offeror’s proposal must include a:

• Project Management Plan

• Project Schedule

• Risk Management Plan

• Data Conversion Plan, if applicable

• Requirements Traceability Matrix

• Communication Plan

• Testing Plan

• Training Plan

• Go-Live/Cutover Plan

• Post-Implementation Support (or Maintenance and Operations Plan)

In addition, the offeror’s proposal must include how its proposed deliverables will meet the following IT requirements (General, State Hosted, and Vendor Hosted). If the offeror’s proposal includes an option for a state hosted solution and an option for a vendor hosted solution, the offeror must provide a separate response for each proposed solution and how each solution will meet the requirements in Sections 3 and 4.

4.2 General IT Requirements

4.2.1 Hosting and Data Access Requirements

The State will own all data tables created as a result of the Agreement. The State must have the ability 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.

The offeror’s proposal must describe how the State can access data housed within the proposed solution for ingestion into a state data repository, encompassing available methodologies (e.g., application programming interface (API), flat file), data formatting, frequency of updates, and any inherent constraints. Additionally, the offeror’s proposal must provide a high-level architecture diagram, as part of the solution diagram as required by Section 6.7, explaining the proposed solution's data provision mechanism.

4.2.2 Single Sign-On Requirements

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If the offeror’s proposal includes a deliverable with a login component, the proposal must describe how the deliverable will integrate with the State’s standard identity management service single sign-on (SSO).

The State’s SSO supports the industry standard OAuth 2.0 protocol. 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. The State’s SSO requirement and links to Microsoft’s official documentation can be found at https://www.sd.gov/bit?id=bit_standards_single_sign_on.

If the offeror is not able to fulfill this identity management standard, the offeror’s proposal will be rejected from consideration.

4.2.3 SSO Logout Initiation Requirements

• The offeror’s deliverable must provide users with a clear and easily accessible logout mechanism (e.g., a “Logout” button/link).

• The logout functionality of the offeror’s deliverable must trigger a session-based logout process utilizing the sign-out endpoint found in the metadata document provided during implementation.

4.2.4 Session Timeout Requirements

• The offeror’s deliverables must allow for a customizable, State-defined inactive user session timeout period.

• The offeror’s deliverables must notify users of impending session expiration five minutes before the timeout occurs, providing users with the option to extend the session.

4.2.5 Session Termination on Browser Close Requirement

The offeror’s deliverables must clearly notify users that closing the browser window or tab is not a valid logout because the SSO session may remain active.

The notice must further notify users that they are responsible for explicitly logging out to ensure complete session termination.

4.2.6 Onboarding/Provisioning of Users Requirement

The offeror’s proposal must describe how new users are onboarded or provisioned into the deliverable. The offeror must provide an automated process for onboarding and offboarding users or must provide a process that requires minimal manual steps.

4.2.7 Interfaces and Integration Requirements

The offeror’s proposal must describe how the deliverables can adapt to business necessary interfaces using widely adopted open APIs and standards.

Additionally, the offeror must make available or expose software services that would enable third-party developers to interface other business applications.

https://www.sd.gov/bit?id=bit_standards_single_sign_on

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The offeror must publish documentation for the software services in question.

The offeror’s proposal must include a detailed description of system capability.

4.2.8 Web Application Vulnerability Scan Requirements

Any web-based deliverable must undergo a web application vulnerability scan (“Vulnerability Scan”). The Vulnerability Scan must identify misconfigurations or vulnerabilities such as those found in the OWASP Top Ten and must detail the certainty level of each finding.

Unless expressly indicated in writing, the State assumes all price estimates and bids are for the delivery and support of deliverables that will pass Vulnerability Scans. If the State determines that any aspect of the deliverable has security vulnerabilities that must be corrected, the State will inform the offeror of the nature of the issue and the offeror will be required to respond in writing regarding mitigation plans for the security vulnerabilities. If the deliverable does not pass the initial Vulnerability Scan or the offeror cannot provide a satisfactory Vulnerability Scan report, additional scans may be required to confirm the deliverable is secure.

State Hosted: For state hosted web-based deliverables, the Vulnerability Scan will be performed by the State and the offeror’s proposal should take that into consideration when responding to this RFP. As a condition of the resulting contract, the state hosted web-based deliverable will have to successfully pass the Vulnerability Scan prior to the deliverable being allowed to go in a production environment. Any offeror who responds to this RFP must accept such a contract term and must factor this security requirement into the offeror’s proposal.

Vendor Hosted: For vendor hosted web-based deliverables, any offeror who makes it to the “Tech Review” stage of the RFP process must provide the State a copy of the full report of the deliverable’s most recent Vulnerability Scan, a summary will not be accepted. The offeror should mark the vulnerability report as “Confidential” if it treats such a report as confidential information. If the offeror requires a Non-Disclosure Agreement (NDA) to be in place before the State may review the Vulnerability Scan report, the offeror must notify the State of such a requirement and resolve the signing of an NDA with enough time to respond to this RFP within the timeframe.

The offeror’s Vulnerability Scan report must consist of, at a minimum:

• The system that was evaluated,

• The categories that were evaluated (examples: SQLi, XSS, or RCE),

• What were the general findings,

• Technical detail of each issue found,

• Remediation status of enumerated issues (if any).

The cost of any Vulnerability Scans done by the offeror or the offeror’s costs associated with the State performing Vulnerability Scans must be part of the

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offeror’s cost proposal. Failure of a deliverable to satisfactorily pass a Vulnerability Scan may result in the offeror’s proposal being rejected.

4.2.9 Test System Requirement

The offeror must include a test system for its application deliverables to be used at the discretion of the State. All resource costs, including licensing costs, associated with keeping the test system available must be detailed in the offeror’s cost proposal. If the offeror does not include the test system costs in the offeror’s proposal, then the offeror will bear the costs. The offeror will maintain the test system as a mirror image of the production system code base.

4.2.10 Internal Processes and Procedures Requirement

The offeror must use industry standard processes and procedures, such as a software development lifecycle, when planning the development, configuration, implementation, and support of a proposed deliverable. The offeror must outline their internal processes and procedures in their proposal, including, but not limited to, alerting key stake holders (such as: Operations, Systems Support staff, Desktop Support staff, Administrators, Help Desk personnel, Client Representatives, and others) of changes that will be occurring within State or offeror resources or systems.

4.2.11 Email Domain Name Requirement

If the offeror’s proposal includes a website or a web application that generates email and is hosted by the offeror or in the State’s cloud, the proposed website or web application cannot use state email domains as the originating domain name.

4.2.12 Banned Entity Requirement

The offeror’s proposed deliverables cannot include any hardware or hardware components manufactured by Huawei Technologies Company, Nuctech, or ZTE Corporation or any subsidiary or affiliate of such entities.