RFP Document.pdf

Dated 05/01/2026

STATE OF SOUTH DAKOTA

Rural Health Transformation

Office of Rural Health and Emergency Services 600 East Capitol Avenue

Pierre, SD 57501

Enhancing Sustainable Emergency Medical Services (EMS)

Regional Hub Development and Oversight Consultant

PROPOSALS ARE DUE NO LATER THAN 5PM CT June 1, 2026

RFP #: 26-09RHT-018 State POC: Lance Iversen

EMAIL:

DOHEMSGrants@state.sd.us

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FIRM NAME: AUTHORIZED SIGNATURE:

ADDRESS: TYPE OR PRINT NAME:

CITY/STATE: TELEPHONE NO:

ZIP (9 DIGIT): FAX NO:

E-MAIL:

PRIMARY CONTACT INFORMATION

CONTACT NAME: TELEPHONE NO:

FAX NO: E-MAIL:

1.0 GENERAL INFORMATION

1.1 PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The Rural Health Transformation (RHT) initiative is a statewide effort to strengthen rural healthcare systems and improve access to care across South Dakota, with a focus on rural, frontier, and Tribal communities. Up to $8,000,000 in this Federal Fiscal Year funding is available under the RHT Enhancing Sustainable EMS initiative.

The South Dakota Department of Health (DOH), Division of Healthcare Access, Office of Rural Health and Emer-gency Services, is seeking proposals from qualified organizations to support the development and implementation of Regional EMS Hub models.

Purpose:

To establish regional EMS hubs that improve coordination, resource sharing, operational efficiency, and overall system performance across South Dakota.

EMS agencies continue to face workforce shortages, extended response times, limited resources, and frag-mented coordination. This RFP seeks a contractor to provide strategic planning, technical assistance, and imple-mentation support to strengthen a more coordinated and sustainable EMS system.

The selected contractor will collaborate closely with DOH throughout all phases of the project. DOH will provide oversight and must review and approve all major deliverables, including plans, implementation strategies, and related outputs.

The contractor will be responsible for supporting Regional EMS Hub development and ongoing oversight activi-ties, with an emphasis on regional collaboration and shared resources, in alignment with RHT goals to improve access to care, strengthen the EMS workforce, and enhance service delivery statewide.

Requirements:

Proposals must describe the applicant’s approach to planning, implementing, and supporting Regional EMS Hub development and oversight, including coordination with DOH and incorporation of DOH review and approval pro-cesses, and demonstrate capacity to complete all Scope of Work requirements (page 9).

1.2 ISSUING OFFICE AND RFP REFERENCE NUMBER

The Division of Healthcare Access, Office of Rural Health and Emergency Services is the issuing office for this document and all subsequent addenda relating to it, on behalf of the State of South Dakota, Department of Health. The reference number for the transaction is RFP #: 26-09RHT-

018. This number must be referred to on all proposals, correspondence, and documentation relating to the RFP.

1.3 SCHEDULE OF ACTIVITIES (SUBJECT TO CHANGE)

RFP Publication 05/01/2026 Offeror Questions Due Responses to Offeror Questions

05/15/2026 05/22/2026

Proposal Submission Due By 06/01/2026 Anticipated Award Decision/Contract Negotiation 06/18/2026

1.4 SUBMITTING YOUR PROPOSAL

All proposals must be completed and received via email at: DOHEMSGrants@state.sd.us by the date and time indicated in the Schedule of Activities.

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

All proposals must be signed by an officer of the responder legally authorized to bind the responder to the proposal on the form intended by the respondent. Proposals that are not properly signed may be rejected. Emailed proposals and cost proposals must be addressed, labeled, and attached separately as follows:

REQUEST FOR PROPOSAL #: 26-09RHT-018

PROPOSAL DUE: June 1, 2026

STATE POC: LANCE IVERSEN

VIA EMAIL: DOHEMSGrants@state.sd.us

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

1.5 CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND

VOLUNTARY EXCLUSION – LOWER TIER COVERED TRANSACTIONS

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

1.6 NON-DISCRIMINATION STATEMENT

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

1.7 CERTIFICATION RELATING TO PROHIBITED ENTITY

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

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

1.8 RESTRICTION OF BOYCOTT OF ISRAEL

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

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

1.9 MODIFICATION OR WITHDRAWAL OF PROPOSALS

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

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

1.10 OFFEROR INQUIRIES

Offerors may email inquiries concerning this RFP to obtain clarification of requirements. No inquiries will be accepted after the date and time indicated in the Schedule of Activities. Inquiries must be emailed to Lance Iversen at: DOHEMSGrants@state.sd.us with the subject line “RFP #

26-09RHT-018”.

The State will respond to offeror’s inquiries (if required) via e-mail. In addition, all inquiries and the State’s response will be posted on the state’s e-procurement system. Offerors may not rely on any other statements, either of a written or oral nature, that alter any specification or other term or condition of this RFP. Offerors will be notified in the same manner as indicated above regarding any modifications to this RFP.

1.11 PROPRIETARY INFORMATION

The proposal of the successful offeror(s) becomes public information. Proprietary information can be protected under limited circumstances such as client lists and non-public financial statements.

An entire proposal may not be marked as proprietary. Offerors must clearly identify in the Executive Summary and mark in the body of the proposal any specific proprietary information they are requesting to be protected. The Executive Summary must contain specific justification explaining why the information is to be protected. Proposals may be reviewed and evaluated by any person at the discretion of the State. All materials submitted become the property of the State of South Dakota and may be returned only at the State's option.

1.12 LENGTH OF CONTRACT

The anticipated contract period is July 18, 2026 – October 30, 2027, with the option to renew for three (3) additional years in one (1) year increments at State’s discretion. The renewal will not be automatic, and will be based on future funding levels.

1.13 GOVERNING LAW

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

1.14 DISCUSSIONS WITH OFFERORS (ORAL PRESENTATION/NEGOTIATIONS)

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

This process is a Request for Proposal/Competitive Negotiation process. Each Proposal shall be evaluated, and each respondent shall be available for negotiation meetings at the State’s request.

The State reserves the right to negotiate on any and/or all components of every proposal submitted. From the time the proposals are submitted until the formal award of a contract, each proposal is considered a working document and as such, will be kept confidential. The negotiation discussions will also be held as confidential until such time as the award is completed.

2.0 STANDARD CONTRACT TERMS AND CONDITIONS

Any contract or agreement resulting from this RFP will include the State’s standard terms and conditions as listed below, along with any additional terms and conditions as negotiated by the parties:

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

Section 3 of the RFP and by this reference incorporated herein.

2.2 The Contractor’s services under this Agreement shall commence on ______TBD____, and end on _____TBD_______, unless sooner terminated pursuant to the terms hereof.

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 $_____TBD______. 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.

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

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

A. Commercial General Liability Insurance:

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

B. Professional Liability Insurance or Miscellaneous Professional Liability Insurance:

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

C. Business Automobile Liability Insurance:

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

D. Worker’s Compensation Insurance:

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

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

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

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

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

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

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

2.11 This Agreement may not be assigned without the express prior written consent of the State. This

Agreement may not be amended except in writing, which writing shall be expressly identified as a part hereof, and be signed by an authorized representative of each of the parties hereto.

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

South Dakota. Any lawsuit pertaining to or affecting this Agreement shall be venued in Circuit Court, Sixth Judicial Circuit, Hughes County, South Dakota.

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

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

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

2.16 The Contractor certifies that neither Contractor nor its principals are presently debarred, suspended, proposed for debarment or suspension, or declared ineligible from participating in transactions by the federal government or any state or local government department or agency.

Contractor further agrees that it will immediately notify the State if during the term of this Agreement Contractor or its principals become subject to debarment, suspension or ineligibility from participating in transactions by the federal government, or by any state or local government department or agency.

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

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

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

2.20 Stevens Amendment Language

2.20.1 This contract is supported by the Centers for Medicare & Medicaid Services (CMS) of the U.S. Department of Health and Human Services (HHS) as part of a financial assistance award totaling $___TBD___with 100 percent funded by CMS/HHS. The contents are those of the author(s) and do not necessarily represent the official views of, nor an endorsement, by CMS/HHS, or the U.S. Government.

3.0 SCOPE OF WORK

The purpose of this RFP is to support implementation of the Enhancing Sustainable Emergency Medical Services (EMS) Initiative under the Rural Health Transformation (RHT) Project, administered by the South Dakota Depart-ment of Health. This initiative is focused on strengthening, modernizing, and sustaining EMS systems across ru-ral, frontier, and Tribal communities in South Dakota through the development of Regional EMS Hub models and associated oversight functions.

This effort advances a coordinated, regional approach to EMS system development, with emphasis on establish-ing and supporting regional hubs that improve collaboration, resource sharing, and system coordination across EMS agencies and their healthcare and public safety partners. Proposed approaches must clearly align with the development and ongoing oversight of Regional EMS Hubs and contribute to a more integrated and sustainable statewide EMS system.

Applicants must present a clear, well-defined project approach for Regional Hub Development and Oversight.

Project goals must be specific, measurable, achievable, relevant, and time-bound (SMART).

Proposals must also incorporate strategies that support long-term operational and financial sustainability of the regional hub model, including, where appropriate, exploration of shared services, regional coordination efficien-cies, and sustainable funding approaches.

3.1 Regional Hub Development and Oversight Consultant

The South Dakota Department of Health is seeking a qualified consultant to lead the planning, development, and oversight of regional EMS hub structures across the state. These efforts will focus on establishing coordinated regional frameworks that align EMS agencies, first responder agencies, hospitals, public health, and emergency management partners. Activities may include regional system design, governance development, coordination strategies, and implementation planning to ensure consistent and effective regional EMS models.

This effort is part of the state’s broader Rural Health Transformation (RHT) initiative, which aims to strengthen healthcare infrastructure and improve emergency medical response capacity in rural, frontier, and Tribal communities.

The selected consultant will work closely with SDDOH, EMS stakeholders, healthcare systems, and local governments to design, operationalize, and support implementation of a regional EMS hub model that enhances coordination, workforce sustainability, data sharing, and emergency response capability.

3.1.1 Outcomes include:

Collaborate with the South Dakota Department of Health to establish regional EMS hubs that improve coverage, reduce response times, and strengthen emergency medical response capacity.

Design and operationalize EMS regions and hub structures that enhance coordination among EMS agencies, healthcare systems, local governments, and Tribal communities.

Support workforce sustainability and development through regional planning, training, and leadership initiatives.

Facilitate data sharing, communication, and interoperability across regional EMS systems to improve situational awareness and response efficiency.

Implement a regional EMS hub model that promotes standardized protocols, mutual aid frameworks, and coordinated resource allocation.

Strengthen overall emergency care delivery in rural, frontier, and Tribal communities through strategic planning and operational support.

Establish measurable outcomes to track improvements in regional coverage, response times, workforce capacity, and system coordination.

3.1.2 Stakeholder Engagement and Coordination:

The consultant shall design and implement a comprehensive stakeholder engagement strategy to ensure inclusive, transparent, and effective collaboration throughout the de-velopment and implementation of regional EMS hub models. Engagement activities must reflect the unique needs of rural, frontier, and Tribal communities and the reliance on vol-unteer and combination EMS agencies across South Dakota.

Activities shall include, but are not limited to:

Stakeholder Identification and Mapping Identify and categorize key stakeholders, including EMS agencies (career, volun-teer, and combination), first responders, hospitals, Tribal health systems, public health, emergency management, and local government partners.

Regional Engagement Activities Conduct and facilitate regional meetings, workshops, and listening sessions to gather input, validate regional needs, and build consensus around EMS hub de-sign and implementation.

Volunteer and Rural Agency Engagement Ensure targeted outreach and engagement strategies that address the perspec-tives and constraints of volunteer and low-volume EMS agencies, including scheduling flexibility and accessible participation methods.

Tribal Consultation and Inclusion Engage Tribal partners in a culturally appropriate and respectful manner to en-sure Tribal community needs and priorities are incorporated into regional plan-ning efforts.

Communication and Feedback Loops Establish consistent communication channels and feedback mechanisms to keep stakeholders informed, gather ongoing input, and incorporate feedback into plan-ning and implementation.

Consensus Building and Conflict Resolution Facilitate discussions among stakeholders to address differing priorities, service area concerns, and resource allocation challenges, with the goal of achieving regional alignment.

Documentation and Reporting Document stakeholder engagement activities, key themes, and outcomes, and provide regular updates to the South Dakota Department of Health.

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 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 must contact the buyer of record.

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

a. Specialized expertise, capabilities, and technical competence as demonstrated by the proposed approach and methodology to meet the project requirements, specifically with Emergency Medical Services work in South Dakota;

b. Resources available to perform the work, including specialized services as related to reimbursement and other payment frameworks, within the specified time limits for the project;

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

d. Familiarity with project locale and population, including demonstrated understanding of rural, frontier and/or Tribal healthcare delivery challenges such as geographic isolation, low call volume, workforce shortages, and limited access to higher levels of care;

e. Familiarity with working with volunteer organizations;

f. Proposed project management techniques, specifically for expansion and sustainability of Emergency Medical Services; and

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

5.0 PROPOSAL RESPONSE FORMAT

5.1 Disclosure of other RHT Funding (2 pages or less single-spaced)

5.1.1 Disclose any other RHT funding applied for with the state of South Dakota and any po-tential duplication between this application and other funding.

5.1.2 Disclose any other RHT funding applied for with another state and any potential duplica-tion between this application and other funding.

5.2 An electronic copy.

5.2.1 The offeror must provide a proposal via email in Microsoft Word or PDF electronic format by the due date.

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

5.2.3 Proposals must be no more than 50 pages.

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

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

5.3.2 Executive Summary. The one-to-two-page executive summary is to briefly describe the offeror's proposal. This summary must highlight the major features of the proposal. It must indicate any requirements that cannot be met by the offeror. The reader must be able to determine the essence of the proposal by reading the executive summary.

Proprietary information requests must be identified in this section.

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

5.3.3.1 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 must demonstrate the offeror's understanding of the desired overall performance expectations.

5.3.3.2 A specific point-by-point response, in the order listed to each requirement in the RFP. The response must identify each requirement being addressed as enumerated in the RFP.

5.3.3.3 A clear description of any options or alternatives proposed.

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

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

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

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 Familiarity with the project locale;

6.1.6 Proposed project management techniques; and

6.1.7 Ability and proven history in handling special project constraints.

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

6.3 The qualifications of the personnel proposed by the offeror to perform the requirements of this RFP, whether from the offeror's organization or from a proposed subcontractor, will be subjectively evaluated. Therefore, the offeror must 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.

7.0 COST PROPOSAL

The Contractor must include a cost proposal with their overall proposal and must be clearly labeled “Cost Proposal”. Please include this as a separate document labeled “RFP 26-09RHT-018 Cost Proposal” in the email submission. The proposal can be in an alternate format but must include the elements detailed below.

The cost proposal will be evaluated independently from the technical proposal. Contractors may submit multiple cost proposals. All costs related to the provision of the required services must be included in each cost proposal offered.

Budget Allocation: Provide a general recommendation and explanation for allocating the budget into the sections detailed on the chart below. The budget is based on costs for 19 months, the timeframe for the first contract. Please indicate anticipated future cost increases and budget through October 30, 2027, as a part of the cost proposal.

The cost proposal must describe the following elements for which the Contractor will expect reimbursement:

A. Personnel Costs include both salary and fringe benefits for the individual(s) dedicating time to this service. Also include the percent of time the individual is dedicating to providing services. All these details must be included in the description and cost proposal.

B. Travel/Training of Personnel must include total cost per trip. All these details must be included in the description column below. The State will pay all travel expenses based on state per diem rates. Per Diem expense rates are established by the State of SD Board of Finance. All travel must be approved in advance by the State.

C. Other:

Supplies (office supplies, postage, printing, no permanent equipment) Contractual/Operating (phone, rent for office space, etc.)

Administration (administrative fees/indirect costs at flat rate or percentage)

The contractor must submit a statement in the Proposal that attests the contractor’s willingness and ability to perform the work described in this RFP for the price being offered.

1.1 STAFFING

Name Role & Duties Total Hours on Project

Hourly Rate Total

Total:

1.2 TRAVEL AND EXPENDITURE TABLE

Name Method of Travel Cost per trip Number of Trips Total Cost

Total:

Name Lodging

Cost per night

Number of Nights

Lodging Cost

Per diem

Number of Days

Per diem Cost

Total Cost

Totals:

NOTE: The State asks that vendors accept state per diem. Lodging and per diem rates can be found at https://sdsos.gov/about-the-office/board-of-finance/bof-docs/Travel%20Reimbursement%20FY2026.pdf

1.3 OTHER COSTS

Show any other costs such as: software, hardware, ongoing costs, etc. with additional detail breakdown.

Project Period (Year 1)

Hardware

Software

Maintenance

License Fees

Training

Other…

Totals

Exhibit A: FREQUENTLY ASKED QUESTIONS (FAQ)

(Enhancing Sustainable EMS – Regional Hub Development and Oversight Consultant RFP)

Question 1: What is the primary goal of this RFP?

Answer: The goal is to support the design, development, and implementation of regional EMS hub models across South Dakota under the Rural Health Transformation (RHT) initiative. This includes improving coordination, re-source sharing, workforce sustainability, and system performance across rural, frontier, and Tribal EMS systems.

Question 2: Is this RFP focused only on planning, or does it include implementation?

Answer: This scope includes both planning and implementation support. The selected contractor will assist in designing regional EMS hub structures and also support implementation and early-stage operational oversight in coordination with the Department of Health (DOH).

Question 3: What is meant by “Regional EMS Hub”?

Answer: A Regional EMS Hub refers to a structured regional coordination model that connects EMS agencies, hospitals, public health, emergency management, and Tribal partners to improve communication, resource shar-ing, workforce coordination, and operational efficiency within defined regions of the state.

Question 4: What is the role of the Department of Health in this project?

Answer: The South Dakota Department of Health (DOH) will provide oversight throughout the project. The con-tractor will collaborate closely with DOH. All major deliverables, including regional plans, implementation strate-gies, and governance frameworks must be submitted for DOH review and approval prior to finalization or imple-mentation.

Question 5: Does the contractor have decision-making authority over EMS regions or structure?

Answer: No. The contractor will provide facilitation, technical assistance, and recommendations. Final approval of all regional EMS hub structures, frameworks, and deliverables rests with the DOH.

Question 6: How frequently will the contractor interact with DOH?

Answer: The contractor should anticipate regular coordination with DOH, including scheduled project check-ins, workgroup participation, and milestone-based review cycles. The frequency will be finalized during contract nego-tiation.

Question 7: Who is eligible to apply?

Answer: Eligible applicants include public, private, nonprofit, and consulting organizations with demonstrated ex-perience in EMS system design, healthcare operations, rural health initiatives, or large-scale regional coordination projects.

Question 8: Is EMS operational experience required?

Answer: Applicants should demonstrate familiarity with EMS systems, healthcare delivery networks, emergency response coordination, or similar public safety or healthcare infrastructure projects.

Question 9: Can multiple organizations apply together?

Answer: Yes. Joint proposals or subcontracting arrangements are permitted; however, one lead contractor must be identified as the primary point of contact and contracting entity. All subcontracting must comply with Section

2.14 of the RFP and receive DOH approval.

Question10: What are the expected deliverables?

Answer: At minimum, deliverables are expected to include:

Regional EMS hub design and governance frameworks Implementation and transition plans Stakeholder engagement summaries Coordination and communication structures Workforce and operational sustainability strategies Performance and outcome measurement framework

Additional deliverables may be defined during contract negotiation.

Question 11: Are there required performance metrics?

Answer: Yes. The contractor will help establish measurable outcomes such as improvements in EMS response coordination, workforce capacity, system integration, and regional collaboration effectiveness.

Question 12: Will the contractor be expected to work directly with local EMS agencies?

Answer: Yes. Extensive stakeholder engagement is required, including coordination with EMS agencies, hospi-tals, Tribal partners, local governments, and emergency management entities.

Question 13: Is there a fixed budget for this project?

Answer: Up to $8,000,000 in federal funding is available for the Enhancing Sustainable EMS initiative in this fed-eral fiscal year. The final contract amount will be determined through negotiation and may extend across the full contract period.

Question 14: Can offerors submit different budget options?

Answer: Yes. Offerors may submit multiple cost proposals if desired, provided each is fully detailed and compli-ant with Section 7.0 requirements.

Question 15: Is funding for future budget periods guaranteed?

Answer: No. CMS has only awarded funding for the first Federal budget/fiscal year. Funding for subsequent budget years/periods is subject to change.

Question 16: What is the deadline for submission?

Answer: Proposals are due no later than 5:00 PM Central Time on the date listed in the Schedule of Activities

Question 17: Can late submissions be accepted?

Answer: No. Late submissions will not be considered under any circumstances.

Question 18: How will questions about the RFP be handled?

Answer: All questions must be submitted via email to the designated contact listed in Section 1.10. Responses will be posted publicly through the State’s e-procurement system.

Question 19: How will proposals be evaluated?

Answer: Proposals will be evaluated based on technical merit, experience, capacity, project approach, familiarity with rural EMS systems, and cost proposal, as outlined in Section 6.0.

Question 20: Will there be interviews or presentations?

Answer: Possibly. The State may request oral presentations or clarification meetings, but reserves the right to make an award based solely on written proposals.

Question 21: What is the expected contract duration?

Answer: The anticipated contract period is July 18, 2026, through October 30, 2027, with the option for up to three additional one-year renewals depending on funding availability and performance.

Question 22: Can the contractor subcontract portions of the work?

Answer: Subcontracting is allowed only with prior written approval from the State and must comply with all con-tractual requirements.

Question 23: Who owns the project materials and deliverables?

Answer: All reports, frameworks, data products, and related materials developed under this contract become the property of the State of South Dakota, as outlined in Section 2.15.

Question 24: Can funding be used for new construction or major remodeling?

Answer: No. Per CMS, funding cannot be used for new construction or building expansion. Minor renovations or alterations related to program goals may be allowable. Providers may propose projects that include minor reno-vations or alterations, but the project(s) will require additional approval from CMS.

Question 24: What are the reporting requirements?

Answer: The selected contractor will be responsible for submitting monthly and annual reports, or as requested by DOH, to monitor progress, impact, accomplishments, successes, and challenges. Information will be used to comply with CMS requirements to file quarterly and annual progress reports.