RFP Document.pdf

STATE OF SOUTH DAKOTA

DEPARTMENT OF SOCIAL SERVICES

700 GOVERNORS DRIVE

PIERRE, SD 57501

Temporary Professional Staff Services 2026

PROPOSALS ARE DUE NO LATER THAN MARCH 12, 2026 BY 5PM CT

RFP19317 State POC: Kirsten Blachford EMAIL: Kirsten.Blachford@state.sd.us

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1.0 GENERAL INFORMATION

1.1 PURPOSE OF REQUEST FOR PROPOSAL (RFP)

This RFP is replacing RFP8461 and RFP13379 Temporary Professional Staff Services. Current Vendors will need to participate in this RFP to be considered for Work Orders.

The South Dakota Department of Social Services (DSS) is initiating this RFP to secure professional services to support and enhance activities of the Department. This RFP is intended to support an array of projects including but not limited to the following:

Information Systems: Proven successful experience with information systems implementation, and maintenance, for all systems related to DSS administered programs and services identified in this section.

Data Governance: Proven successful experience in data governance (cataloging, policy, quality, etc) related to DSS administered programs and services.

Data Warehousing: Proven successful experience in planning and documenting architecture and workflow of data warehouses, especially as relates to Medallion Architecture.

Data Reporting: Proven successful experience in developing data models, utilizing SQL and Power M and/or DAX, Power BI.

Provider Reimbursement and Financial Analysis: Proven successful experience related to DSS administered programs, including but not limited to services such as rate setting methodologies and/or financial analysis.

Policy and Program Implementation: Proven successful experience with all aspects of DSS policy and program implementation, including but not limited to care management, electronic health records, fraud surveillance, utilization management, case management, paternity and/or order establishment, distribution, and disbursement of funds, etc.

Project Management Support: Proven project management experience for both large scale and smaller scale implementation efforts.

Subject Matter Expertise Consulting: Proven subject matter expertise and experience in areas related to DSS administered programs and services.

Administrative Support: Proven administrative support experience in providing support level type of work in areas related to DSS administered programs and services.

Communication Services: Proven successful experience including but not limited to marketing, design services, website development, social media, advertising, and media relations.

1.2 ISSUING OFFICE AND RFP REFERENCE NUMBER

The Office of the Secretary 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 RFP19317. This number must be referred to on all proposals, correspondence, and documentation relating to the RFP.

1.3 LETTER OF INTENT

All interested offerors 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.

Be sure to reference the RFP number in your letter.

The Letter of Intent must be submitted to Kirsten Blachford via email at Kirsten.Blachford@state.sd.us no later than February 12, 2026. Please place the following in the subject line of your email: Letter of Intent for RFP19317.

1.4 SCHEDULE OF ACTIVITIES (SUBJECT TO CHANGE)

RFP Publication February 05, 2026 Letter of Intent to Respond Due February 12, 2026 Offeror Questions Due Responses to Offeror Questions

February 19, 2026 February 26, 2026

Request for SFTP folder March 11, 2026 Proposal Submission Oral Presentations/discussions (if required)

March 12, 2026

TBD

Proposal Revisions (if required) TBD Anticipated Award Decision/Contract Negotiation April 02, 2026

1.5 SUBMITTING YOUR PROPOSAL

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

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

Proposals must be submitted as PDFs via Secured File Transfer Protocol (SFTP). Offerors must request an SFTP folder no later than the date indicated in the Schedule of Activities by emailing Kirsten Blachford at Kirsten.Blachford@state.sd.us.

The subject line should read RFP19317 SFTP Request. The email should contain the name and the email of the person who will be responsible for uploading the document(s).

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 CERTIFICATION RELATING TO PROHIBITED ENTITY

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

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

1.9 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.

1.10 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 the date and time indicated in the Schedule of Activities. Inquiries must be emailed to Kirsten Blachford at Kirsten.Blachford@state.sd.us with the subject line RFP19317 Inquiries.

The State will respond to offeror’s inquiries via e-mail. In addition, all inquiries and the State’s responses will be posted on the state’s e-procurement system and the DSS website at http://dss.sd.gov/keyresources/rfp.aspx. 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.

1.14 LENGTH OF CONTRACT

The contract will be for a period starting on June 1, 2026, and ending May 31st, 2029.

Note that the individual work orders created under this RFP will have their own start and stop dates. The period of time mentioned here is for the overall umbrella of this contract.

1.15 GOVERNING LAW

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

1.16 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 CONTRACT TERMS AND CONDITIONS

Any contract or agreement resulting from this RFP will include the State’s standard terms and conditions as listed below and as seen in Attachment A – Consultant Contract, Attachment B – Business Associate Agreement, Attachment C – Required IT terms and conditions and Attachment D – ITSP with Acknowledgement, along with any additional terms and conditions that may be necessary to the performance of the scope of work.

2.1 The Contractor will perform those services described in the Scope of Work, attached hereto as Section

3.0 of the RFP and by this reference incorporated herein.

2.2 The Contractor’s services under this Agreement shall commence on June 1, 2026 and end on May 31, 2029, unless sooner terminated pursuant to the terms hereof.

2.3 The Contractor will use State equipment, supplies or facilities. YES ( ) NO ( X )

2.4 The Contractor will provide the State with its Employer Identification Number, Federal Tax Identification

Number or Social Security Number upon execution of this Agreement.

2.5 The State will make payment for services upon satisfactory completion of the services. The TOTAL CONTRACT AMOUNT will be determined based on approved Work Orders. There is no guarantee of work.

Work Orders to acquire professional services will be created on an as needed basis. Services and payment on this contract will be defined through Work Orders made under this umbrella contract. Work Orders between the Provider and the State will define the Scope of Work, specify the sums due under the Work Order, and specify the payment terms of the Work Order. 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 ch. 5-26.

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

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

A. Commercial General Liability Insurance:

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

B. Professional Liability Insurance or Miscellaneous Professional Liability Insurance:

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

C. Business Automobile Liability Insurance:

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

D. Worker’s Compensation Insurance:

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

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

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

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

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

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

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

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

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

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

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

2.16 Contractor hereby acknowledges and agrees that all reports, plans, specifications, technical data, miscellaneous drawings, software system programs and documentation, procedures, or files, operating instructions and procedures, source code(s) and documentation, including those necessary to upgrade and maintain the software program, and all information contained therein provided to the State by the Contractor in connection with its performance of services under this Agreement shall belong to and is the property of the State and will not be used in any way by the Contractor without the written consent of the State. 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 Any notice or other communication required under this Agreement shall be in writing and sent to the address set forth above. Notices shall be given by and to___ on behalf of the State, and by ___, on behalf of the Contractor, or such authorized designees as either party may from time to time designate in writing. Notices or communications to or between the parties shall be deemed to have been delivered when mailed by first class mail, provided that notice of default or termination shall be sent by registered or certified mail, or, if personally delivered, when received by such party.

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

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

3.0 SCOPE OF WORK

Listed below are the categories and sub-categories which offerors can choose to provide work to the Department.

Offerors can respond to any combination of work areas and sub-categories, and must use Exhibit 1: Areas of Work and Rates to indicate what areas they are proposing to provide services in. This work will come in the form of Work Orders sent to the awarded offerors to provide specific information regarding resource availability and expertise.

There is no guarantee of work. Work Orders to acquire professional services will be created on an as needed basis.

Offerors selected as qualifying vendors in each of the topic areas below will be contacted when specific work orders are identified.

This includes submitting information about the qualifications of the personnel proposed by the offeror to perform the requirements of the work order for evaluation by DSS.

Qualifying vendors are expected to respond to work order requests within fourteen (14) business days.

Specific work orders will dictate time for qualified vendors(s) to submit responses to the work order.

Work orders may or may not require staff of the qualified vendor(s) selected to be on-site. This will be noted in each Work Order sent.

3.1 Information Systems:

Proven successful experience with information systems implementation and maintenance for all systems related to DSS administered programs and services.

3.1.1 Project design and developmental analysis

3.1.2 Project timeline development and monitoring

3.1.3 Business Analyst and BA support functions including meeting with technical personnel, attending sprint meetings, monitoring technical development status, and drafting status reports

3.1.4 Risk identification and management

3.1.5 Testing (including all testing phases) and, if needed, personnel that can provide test management, tracking, test case writing and execution

3.1.6 Certification compliance analysis, including development, documentation, federal review meetings and corrective actions

3.1.7 Operating procedures design, drafting, and implementation

3.1.8 Environment organizational structure design and implementation

3.1.9 Organizational change management

3.1.10 Training Plan and materials development, review, and implementation

3.1.11 Internal and external stakeholder training coordination

3.1.12 Data conversion, including plan development, testing, and risk analysis

3.1.13 Implementation Plan/Project Plan Development

3.1.14 Knowledge of Federal Requirements for DSS

3.2 Data Governance:

Proven successful experience in data governance (cataloging, policy, quality, etc) related to DSS administered programs and services.

3.2.1 Data Catalog Creation and Maintenance (including metadata)

3.2.2 Data Lineage Documentation and Maintenance

3.2.3 Interface Control Document Creation and Maintenance

3.2.4 Data Governance Policy

3.2.5 Data Quality Measures

3.3 Data Warehousing:

Proven successful experience in developing and documenting architecture and workflow of data warehouses, especially as relates to Medallion Architecture.

3.3.1 Medallion Layer Definitions, Standards, and Documentation

3.3.2 Transformations & ELT/ETL Orchestration

3.3.3 Performance Optimization

3.3.4 Data Warehouse/Data Lake Design

3.4 Data Reporting:

Proven successful experience in developing data models, utilizing SQL and Power M and/or DAX, Power

BI.

3.4.1 Enterprise Semantic Model Development & Maintenance

3.4.2 SQL, Power M, and DAX Query Development, Maintenance, and Tuning

3.4.3 Report Design System & Accessibility

3.5 Provider Reimbursement and Program/Financial Analytics:

Proven successful experience related to DSS administered programs. This includes services such as rate setting methodologies, or financial analysis for DSS.

3.5.1 Medicaid Upper Payment Calculations

3.5.2 Rate Setting and Reimbursement Model Development

3.5.3 Financial Analysis/Modeling including “what if” scenarios

3.5.4 Analytics and forecasting

3.5.5 Performance Based Contracting

3.5.6 Infographic Creation (dashboards, performance metrics, program outcomes, etc.)

3.5.7 Act as a service coordinator, submitting invoices for payment, collecting outcomes on services and trainings funded, generate outcome reports

3.6 Policy and Program Implementation:

Proven successful experience with all aspects of DSS policy and program implementation, including but limited to care management, electronic health records, fraud surveillance, utilization management, case management, paternity order establishment, distribution, and disbursement of funds, etc.

3.6.1 Business Process and Technology Impact Assessment

3.6.2 Analysis and Operational Recommendations related to Federal Regulatory Requirements

3.6.3 Technical Assistance

3.6.4 Federal program compliance including grant compliance

3.6.5 Quality Assurance

3.6.6 Payment Error Rate Measurement (PERM)

3.6.7 Evidence Based Services and Practices

3.6.8 Impact of Federal Legislation and Proposed Federal Policy Changes

3.7 Project Management Support:

Proven project management experience for both large scale and smaller scale implementation efforts.

This is intended to encompass a wide variety of project management activities. PM support expertise will be requested on various levels including for larger more complex projects and smaller scale projects.

Offeror’s response and cost proposal should clearly identify various levels of project management expertise (i.e., Senior Project Manager, Project Director, Project Lead, etc.). Each work order will outline the type/level/of PM experience required for a specific project.

3.7.1 Project Assessment

3.7.2 Project Planning to include timeline development, tracking, and maintenance

3.7.3 Project Plan Management, Remediation, Implementation, and Post-Implementation Remediation

3.7.4 Communication with Internal and External Stakeholders

3.7.5 Risk Identification and Contingency Management

3.7.6 Performance Monitoring

3.8 Subject Matter Expertise Consulting:

Proven subject matter expertise and experience in areas related to DSS.

3.8.1 Grant writing support

3.8.2 RFP Drafting and Evaluation

3.8.3 Policy/Program experience for DSS specific programs

3.8.4 Implementation and Evaluation of Employment and Training Programs

3.8.5 Federal Grant or Entitlement Program Requirements and Funding

3.8.6 Conduct program evaluation to ensure fidelity as well as program effectiveness

3.9 Administrative Support:

Proven administrative support experience in providing support level types of work in areas as related to

DSS.

3.9.1 Data Entry

3.9.2 Scanning

3.9.3 Clerical Support

3.9.4 Administrative Support

3.10 Communication Services:

Proven successful experience including but not limited to marketing, design services, website development, social media, advertising, and media relations.

3.10.1 Marketing, communications consulting, and project design/development/implementation

3.10.2 Videography, photography, audio, and graphic design services

3.10.3 Website development, maintenance, and monitoring services

3.10.4 Social media content creation and monitoring services

3.10.5 Writing, editing, publication, printing, production, and distribution of marketing/communication materials

3.10.6 Advertising and public service announcement placement

3.10.7 Media relations and monitoring services

3.10.8 Performance monitoring

4.0 PROPOSAL REQUIREMENTS AND COMPANY QUALIFICATIONS

4.1 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.

4.2 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.

4.3 Provide the following information related to at least three previous and/or current services/contracts, performed by the offeror’s organization, which are similar to the requirements of this RFP.

4.3.1 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;

4.3.2 Dates of the service/contract; and

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

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

4.5 If an offerors proposal is not accepted by the State, the proposal will not be reviewed/evaluated. Examples include: Proposal was not received on time. Proposal was not signed. Electronic file was not provided.

4.6 The offeror must submit information which includes examples of the criteria listed in sections 6.1.1-6.1.8.

5.0 PROPOSAL RESPONSE FORMAT

5.1 Only a PDF copy shall be submitted via SFTP folder.

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

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

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

5.2.2 Executive Summary. The one-to-two-page executive summary is to briefly describe the offeror's overall proposal encompassing all categories. 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 for the areas of work the offeror proposes to offer services in:

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. This narrative can encompass all areas of work the offeror is proposing to offer services in.

5.2.3.2 A specific point-by-point response, by order of area and sub-area listed the offeror proposes to offer services in.

5.2.3.3 Company and staff qualifications for each area the offeror proposes to offer services in.

This can be included in 5.2.3.2. Specific staff resumes are not required at this time.

The following should be included:

5.2.3.3.1 Expertise in the Area(s) submitted.

5.2.3.3.2 General qualifications of possible staff.

5.2.3.3.3 Does the offeror have sufficient staff to cover Work Orders? How many employees of your company have the skill set to support this effort?

5.2.3.3.4 Describe your geographic presence. In South Dakota? Nationally?

5.2.3.3.5 A clear description of any options or alternatives proposed.

5.2.3.3.6 Describe the formal employment qualification assessment used by the offeror when adding new consulting staff.

5.2.3.3.7 Describe your background screening of consulting staff.

5.2.4 References. Refer to section 4.3.

5.2.5 Certificate of Insurance. Refer to section 2.7.

5.2.6 Cost Proposal. Cost will be evaluated independently from the technical proposal. All costs related to the provision of the required services must be included using Exhibit 1: Areas of Work and Rates.

See section 7.0 for more information related to the cost 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:

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 Proposed project management techniques;

6.1.6 Familiarity with the project locale; and

6.1.7 Ability and proven history in handling special project constraints;

6.1.8 Cost proposal.

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

7.1 Offerors must submit the hourly rate for each professional resource topic area responded to.

7.1.1 These rates can be shown as a maximum hourly rate per category, or a minimum – maximum range per category.

7.1.2 Pricing is fixed during length of contract.

7.1.3 See Exhibit 1: Areas of Work and Rates

7.1.4 Hourly rates should not include travel expenses. If travel is required, it will be reimbursed separately. Lodging, mileage, and meals will be reimbursed at state rates. Qualified vendors will have access to state rates for lodging. Airfare will be reimbursed at actual costs based on the lowest available fare.

7.1.5 Most work orders resulting from this RFP will be based on an hourly cost, but qualified vendors may be asked for fixed bid proposals in limited circumstances.

3.1 Information Systems: Proven successful experience with

information system implementation and maintenance for all systems related to DSS administered programs and services.

Provide Services Y or N

Not to exceed hourly rate or rate range:

3.1.1 Project design and development analysis

3.1.2 Project timeline development and monitoring

3.1.3 Business Analyst and BA support functions including

meeting with technical personnel, attending sprint meetings, monitoring technical development status, and drafting status reports

3.1.4 Risk identification and management

3.1.5 Testing (including all testing phases) and, if needed, personnel that can provide test management, tracking, test case writing and execution

3.1.6 Certification compliance analysis, including development, documentation, federal review meetings and corrective actions

3.1.7 Operating procedures design, drafting and

implementation

3.1.8 Environment organizational structure design and

implementation

3.1.9 Organizational change management

3.1.10 Training Plan and materials development, review, and

implementation

3.1.11 Internal and external stakeholder training coordination

3.1.12 Data conversion, including plan development, testing

and risk analysis

3.1.13 Implementation Plan/Project Plan development

3.1.14 Knowledge of Federal Requirements for DSS

3.2 Data Governance: Proven successful experience in data

governance (cataloging, policy, quality, etc) related to DSS administered programs and services.

Provide Services Y or N

Not to exceed hourly rate or rate range:

3.2.1 Data Catalog Creation and Maintenance (including

metadata)

3.2.2 Data Lineage Documentation and Maintenance

3.2.3 Interface Control Documentation Creation and

Maintenance

3.2.4 Data Governance Policy Expertise

3.2.5 Data Quality Measures

3.3 Data Warehousing: Proven successful experience in

planning and documenting architecture and workflow of data warehouses, especially as relates to Medallion Architecture.

Provide Services Y or N

Not to exceed hourly rate or rate range:

3.3.1 Medallion Layer Definitions, Standards, and

Documentation

3.3.2 Transformations and ELT/ETL Orchestration

3.3.3 Warehouse Performance Optimization

3.3.4 Data Warehouse/Data Lake Design

3.4 Data Reporting: Proven successful experience in

developing data models, utilizing SQL and Power M and/or DAX, Power BI.

Provide Services Y or N

Not to exceed hourly rate or rate range:

Exhibit : Areas of Work and Rates The offeror does not have to offer in every type. For example, you may choose not to provide any services in area 3.6. Or in area 3.1 provide only in areas A-E, G, I, and L-N. All sections must be marked Y or N.

3.4.1 Enterprise Semantic Model Development & Maintenance

3.4.2 SQL, Power M, and DAX Query Development, Maintenance, and Tuning

3.4.3 Report Design System & Accessibility

3.6 Policy and Program Implementation: Proven successful

experience with all aspects of DSS policy and program implementation, including but not limited to care management, electronic health records, fraud surveillance, utilization management, case management, paternity/order establishment, distribution and disbursement of funds, etc.

Provide Services Y or N

Not to exceed hourly rate or rate range:

3.6.1 Business Process and Technology Impact Assessment

3.6.2 Analysis and Operational Recommendations related to

Federal Regulatory Requirements

3.6.3 Technical Assistance

3.6.4 Federal program compliance including grant compliance

3.6.5 Quality Assurance

3.6.6 Payment Error Rate Measurement (PERM)

3.6.7 Evidence Based Services and Practices

3.6.8 Impact of Federal Legislation and Proposed Federal

Policy Changes

3.5 Provider Reimbursement and Program/Financial

Analytics: Proven successful experience related to DSS administered programs. This includes services such as rate setting methodologies, or financial analysis for DSS.

Provide Services Y or N

Not to exceed hourly rate or rate range:

3.5.1 Medicaid Upper Payment Calculations

3.5.2 Rate Setting and Reimbursement Model Development

3.5.3 Financial Analysis/Modeling including “what if” scenarios

3.5.4 Analytics and forecasting

3.5.5 Performance Based Contracting

3.5.6 Infographic Creation (dashboards, performance metrics, program outcomes, etc.)

3.5.7 Act as a service coordinator, submitting invoices for

payment, collecting outcomes on services and trainings funded, generate outcome reports

3.7 Project Management Support: Proven project

management experience for both large scale and smaller scale implementation efforts. This is intended to encompass a wide variety of project management activities. PM support expertise will be requested in various levels including for larger more complex projects and smaller scale projects. Offeror’s response and cost proposal should clearly identify various levels of project management expertise (i.e., Senior Project Manager, Project Director, Project Lead, etc.). Each work order will outline the type/level of PM experience required for a specific project.

Provide Services Y or N

Not to exceed hourly rate or rate range:

3.7.1 Project Assessment

3.7.2 Project Planning to include timeline development, tracking and maintenance

3.7.3 Project Plan Management, Remediation, Implementation, and Post-Implementation Remediation

3.7.4 Communication with Internal and External Stakeholders

3.7.5 Risk Identification and Contingency Management

3.8 Subject Matter Expertise Consulting: Proven subject

matter expertise and experience in areas related to DSS.

Provide Services Y or N

Not to exceed hourly rate or rate range:

3.8.1 Grant writing support

3.8.2 RFP Drafting and Evaluation

3.8.3 Policy/Program Experience for DSS specific programs

3.8.4 Implementation and Evaluation of Employment and

Training Programs

3.8.5 Federal Grant or Entitlement Program Requirements and

Funding

3.8.6 Conduct program evaluation to ensure fidelity as well as program effectiveness

3.9 Administrative Support: Proven administrative support

experience in providing support level type of work in areas as related to DSS.

Provide Services Y or N

Not to exceed hourly rate or rate range:

3.9.1 Data entry

3.9.2 Scanning

3.9.3 Clerical support

3.9.4 Administrative support

3.10 Communication Services: Proven successful experience

including but not limited to marketing, design services, website development, social media, advertising, and media relations.

Provide Services Y or N

Not to exceed hourly rate or rate range:

3.10.1 Marketing, communications consulting, and project

design/development/implementation

3.10.2 Videography, photography, audio, and graphic design

services

3.10.3 Website development, maintenance, and monitoring

services

3.10.4 Social media content creation and monitoring services

3.10.5 Writing, editing, publication, printing, production, and distribution of marketing/communication materials

3.10.6 Advertising and public service announcement placement

3.10.7 Media relations and monitoring services

3.10.8 Performance monitoring

3.7.6 Performance Monitoring

DSS Purchase Order #:26SC08____ DSS Contract #: 26-0800-____

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STATE OF SOUTH DAKOTA

CONSULTANT SERVICES CONTRACT

Between

State of South Dakota [NAME OF CONSULTANT] Department of Social Services

[ADDRESS] OFFICE OF THE SECRETARY

[CITY, STATE, ZIP CODE] 700 Governors Drive [TELEPHONE NUMBER] Pierre, SD 57501-2291

Referred to as Consultant Referred to as State

The State hereby enters into this contract (the “Agreement” hereinafter) for consultant services with the Consultant in consideration of and pursuant to the terms and conditions set forth herein.

1. SCOPE OF SERVICES:

The purpose of this contract is to ___. Consultant will perform those services described in the Work Plan, attached hereto as Exhibit ___ and by this reference incorporated herein.

2. PERIOD OF PERFORMANCE:

This Agreement shall be effective on June 1, 2026 and will end on May 31, 2029, unless sooner terminated pursuant to the terms of this Agreement.

3. REQUEST FOR PROPOSAL:

This Agreement is the result of the request for proposal (RFP) process: RFP #19317

4. PROTECTED HEALTH INFORMATION (PHI):

Does this Agreement involve PHI? Yes

If PHI is involved, a Business Associate Agreement must be attached and is incorporated herein and by this reference made a part hereof. See Attachment ___.

5. USE OF EQUIPMENT, SUPPLIES AND FACILITIES:

Contractor will not use State equipment, supplies or facilities.

6. CONSULTANT IDENTIFICATION:

Consultant’s South Dakota Vendor Number is ___. Upon execution of this Agreement, Consultant will provide the State with Consultant’s Employer Identification Number, Federal Tax Identification Number or Social Security Number.

7. CONTRACT AMOUNT AND PAYMENT:

The State will make payment for services upon satisfactory completion of the services.

04/25 Page 2 of 15

The TOTAL CONTRACT AMOUNT will be determined based on approved Work Orders. The State will not pay Consultant's expenses, including but not limited to travel, lodging and meals, 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 Ch. 5-26. Any overpayment of this Agreement shall be returned to the State within thirty (30) days after written notification to Consultant.

8. 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.

9. 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.

10. IT STANDARDS:

Any service, software or hardware provided under this Agreement will comply with state standards which can be found at https://www.sd.gov/bit?id=bit_standards_overview.

11. INDEMNIFICATION:

Consultant agrees to indemnify the State of South Dakota, its officers, agents, and employees, from and…