RFP Document.pdf

Dated 10/16/23

STATE OF SOUTH DAKOTA

Rural Health Transformation

Office of Rural Health and Emergency Services 600 East Capitol Avenue

Pierre, SD 57501

Building a Sustainable Rural Healthcare Workforce: Stakeholder and Project Management

PROPOSALS ARE DUE NO LATER THAN 5PM CT 7/02/2026

RFP #: 26-09RHT-022 State POC: Josie Petersen EMAIL: Josie.Petersen@state.sd.us

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PRIMARY CONTACT INFORMATION

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1.0 GENERAL INFORMATION

1.1 PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The South Dakota Department of Health, Office of Rural Health and Emergency Services (ORHES), is seeking proposals from highly qualified contractors to provide strategic leadership and operational support within the office in advancing rural healthcare transformation initiatives across the state. The selected contractor will serve as a trusted collaborative partner to ORHES in the development and implementation of innovative, sustainable strategies that strengthen rural health systems, improve access to care, and support the evolving needs of rural and underserved communities.

The contractor will provide expertise in strategic planning, stakeholder engagement, program development and outreach, contract and grant administration, and related technical assistance activities.

Responsibilities may include, but are not limited to the following: facilitating and managing strategic initiatives; coordinating and fostering collaboration among healthcare providers, community organizations, tribal partners, and local, state, and federal agencies; supporting policy development and program implementation; conducting research, data analysis, and environmental scans; preparing reports, recommendations, and presentations; and assisting with the administration, monitoring, compliance, and evaluation of grants and contracts. The successful contractor must demonstrate strong project management, communication, and facilitation skills, as well as the ability to navigate complex healthcare environments and support initiatives that advance innovation, collaboration, and long-term rural health sustainability.

This RFP shall not exceed $500,000 over the contract terms noted within the RFP.

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-022. 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 05/29/2026 Offeror Questions Due Responses to Offeror Questions

06/10/2026 06/19/2026

Proposal Submission 07/02/2026, at 5PM CT Anticipated Award Decision/Contract Negotiation 07/24/2026

1.4 SUBMITTING YOUR PROPOSAL

All proposals must be completed and received via email to Josie.Petersen@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, in ink or an electronic signature by an officer of the responder, legally authorized to bind the responder to the proposal. Proposals that are not properly signed may be rejected.

Please place the following in the subject line of your email: Proposal for RFP#26-09RHT-022

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 indicated in the Schedule of Activities. Inquiries must be emailed to Josie Petersen at Josie.Petersen@state.sd.us with subject line RFP#26-09RHT-022.

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 August 1, 2026 – July 31, 2027, with the option to renew for three (3) additional years in one (1) year increments. The renewal will not be automatic.

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 mailto:Josie.Petersen@state.sd.us

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 effected by the State, any payments due to Contractor at the time of termination may be adjusted to cover any additional costs to the State because of Contractor's default. Upon termination the State may take over the work and may award another party an agreement to complete the work under this Agreement. If after the State terminates for a default by Contractor it is determined that Contractor was not at fault, then the Contractor shall be paid for eligible services rendered and expenses incurred up to the date of termination.

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

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

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

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

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

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

2.15 Contractor hereby acknowledges and agrees that all reports, plans, specifications, technical data, miscellaneous drawings, software system programs and documentation, procedures, or files, operating instructions and procedures, source code(s) and documentation, including those necessary to upgrade and maintain the software program, and all information contained therein provided to the State by the Contractor in connection with its performance of services under this Agreement shall belong to and is the property of the State and will not be used in any way by the Contractor without the written consent of the State. 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 _Josie Petersen_ 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 selected contractor will provide strategic, operational, and technical support to the South Dakota Department of Health, Office of Rural Health and Emergency Services (ORHES), in advancing statewide Rural Health Transformation (RHT) initiatives focused on strengthening rural healthcare systems, workforce recruitment and retention, sustainability, education, and emergency medical services (EMS) capacity. The contractor will support implementation activities aligned with the State’s Rural Health Transformation goals, including workforce development, stakeholder coordination, healthcare system sustainability, EMS modernization, and long-term rural healthcare transformation efforts.

1: Strategic Planning and Program Development

The contractor shall:

• Provide strategic planning support for the ORHES rural health transformation initiatives and emerging healthcare priorities in line with RHT initiatives and the office’s strategic analysis. Information about RHT initiatives and the Strategic Analysis of South Dakota's Rural Healthcare Programs, 2024 can be found at https://doh.sd.gov/healthcare-professionals/rural-health/rural-health-transformation-project/ and https://doh.sd.gov/healthcare-professionals/rural-health/.

• Assist in the development, refinement, and implementation of programmatic strategies, workplans, timelines, and performance measures.

• Support alignment of initiatives with federal Rural Health Transformation objectives, state priorities, and healthcare sustainability goals.

• Develop recommendations, briefing materials, reports, presentations, and implementation strategies to support informed decision-making and continuous program improvement.

2: Stakeholder Engagement and Facilitation

• Facilitate engagement and collaboration among healthcare providers, EMS agencies, hospitals, tribal health organizations, educational institutions, community-based organizations, professional associations, local governments, and state and federal partners.

• Coordinate meetings, listening sessions, advisory groups, workgroups, and strategic planning sessions to support statewide rural health transformation activities at the direction of the DOH.

• Assist in the development of stakeholder communication materials, outreach strategies, and engagement plans that promote collaboration and shared understanding of project goals.

• Support cross-sector partnerships that strengthen rural healthcare workforce pipelines, EMS coordination, healthcare access, and community-based service delivery.

• Assist ORHES in identifying and addressing barriers impacting rural and frontier healthcare systems, including workforce shortages, access limitations, infrastructure challenges, and sustainability concerns.

3: Rural Healthcare Workforce and EMS Transformation Support

• Support implementation activities related to the “Building a Sustainable Rural Healthcare Workforce” initiative, including workforce recruitment, retention, training, and professional development strategies.

• Assist with the development of partnerships and initiatives involving technical colleges, universities, healthcare employers, EMS agencies, and workforce development entities.

• Provide technical assistance and coordination support for rural EMS transformation efforts, including regional EMS planning, operational sustainability strategies, workforce expansion, technology integration, and performance improvement activities.

• Support initiatives related to telehealth, interoperability, care coordination, healthcare technology modernization, and data-informed decision-making.

• Assist ORHES in identifying evidence-based and innovative approaches to strengthen healthcare delivery in rural, tribal, and frontier communities.

4: Contract, Grant, and Project Management Support https://doh.sd.gov/healthcare-professionals/rural-health/rural-health-transformation-project/ https://doh.sd.gov/healthcare-professionals/rural-health/

• Provide project management and operational support for ORHES contracts, grants, and funding initiatives.

• Assist with procurement support activities, contract development, deliverable tracking, compliance monitoring, and reporting requirements.

• Support grant administration activities including application review support, monitoring, performance evaluation, documentation, and technical assistance to funded entities.

• Develop project tracking tools, dashboards, status reports, and performance summaries to support accountability and program oversight.

• Coordinate timelines, deliverables, and communications across multiple initiatives and stakeholders to ensure effective implementation and compliance with state and federal requirements.

5: Evaluation, Reporting, and Continuous Improvement

• Assist ORHES in developing and implementing evaluation frameworks, outcome measures, and performance indicators for rural health transformation initiatives.

• Analyze programmatic and operational data to assess progress, identify trends, and support continuous quality improvement.

• Assist in preparing written reports, summaries, presentations, and recommendations for ORHES leadership, stakeholders, funding entities, and external partners.

• Support documentation and dissemination of best practices, lessons learned, and success stories related to rural healthcare transformation and EMS sustainability efforts.

• Provide ongoing recommendations to improve program effectiveness, stakeholder engagement, operational efficiency, and long-term sustainability.

6: Deliverables

Deliverables may include, but are not limited to:

• Strategic plans and implementation roadmaps

• Stakeholder engagement plans and meeting facilitation summaries

• Workforce and EMS transformation recommendations

• Grant and contract management tools and reports

• Program evaluation frameworks and performance dashboards

• Research summaries, policy analyses, and environmental scans

• Technical assistance documentation and progress reports

• Presentations, briefing documents, and communication materials

• Monthly reports to Department of Health

• Quarterly reports to meet federal requirements

The contractor must demonstrate expertise in rural healthcare systems, healthcare workforce development, EMS systems, grant and contract administration, stakeholder facilitation, and project management. An outline or organizational chart should be included to show the contractor’s team members and the work they will be completing.

Preference may be given to contractors with experience supporting large-scale healthcare transformation initiatives in rural, frontier, and tribal communities.

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 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;

e. Proposed project management techniques, specifically for expansion and sustainability of Emergency

Medical Services; and

f. 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 potential duplication between this application and other funding.

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

5.2 An electronic copy shall be submitted.

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

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

5.2.3 RFP cannot exceed 50 pages.

5.3 All proposals must be organized in the following order:

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

5.3.3 Detailed Response. This section should 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 should 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 should 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 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.

7.0 COST PROPOSAL

The cost proposal must be submitted in a separate document clearly labeled “Cost Proposal”. Please include this as a separate document in the email submission. The proposal can be in an alternate format but should 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 12 months, the timeframe for the first contract. Please indicate anticipated future cost increases and budget through July 31, 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 percentage 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 should 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.

A. STAFFING

Name Role & Duties Total Hours on Project

Hourly Rate Total

Total:

B. 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

C. 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 https://sdsos.gov/about-the-office/board-of-finance/bof-docs/Travel%20Reimbursement%20FY2026.pdf

Exhibit A: Frequently Asked Questions (FAQ)

Building a Sustainable Rural Healthcare Workforce: Stakeholder and Project Management

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

Answer:

The purpose of this RFP is to identify a qualified contractor to provide strategic leadership, operational support, stakeholder engagement, project management, technical assistance, and administrative support to the South Dakota Department of Health, Office of Rural Health and Emergency Services (ORHES), in advancing statewide Rural Health Transformation (RHT) initiatives. Activities are intended to strengthen rural healthcare systems, workforce recruitment and retention, EMS sustainability, healthcare access, and long-term rural healthcare transformation efforts across South Dakota.

Question 2: What types of organizations are eligible to apply?

Eligible applicants may include organizations, firms, consultants, healthcare entities, educational institutions, nonprofit organizations, tribal organizations, workforce development entities, or other qualified contractors with demonstrated expertise in rural healthcare systems, healthcare workforce development, EMS systems, grant and contract administration, stakeholder facilitation, and project management.

Preference may be given to organizations with experience supporting healthcare transformation initiatives in rural, frontier, and tribal communities.

Question 3: Does the contractor need to be physically located in South Dakota?

No. Contractors are not required to be physically located in South Dakota. However, familiarity with South Dakota’s rural, frontier, tribal, and healthcare landscapes is strongly encouraged and may be considered during proposal evaluation.

Applicants should demonstrate their ability to effectively support statewide initiatives and stakeholder engagement across South Dakota communities.

Question 4: Will travel throughout South Dakota be expected?

Yes. Contractors should anticipate travel to support meetings, stakeholder engagement activities, listening sessions, strategic planning efforts, technical assistance, and project implementation activities throughout the state, including rural, frontier, and tribal communities.

All travel must be approved in advance by the State and will be reimbursed consistent with State of South Dakota travel policies and per diem rates.

Question 5: What types of workforce initiatives are anticipated under this RFP?

Potential workforce-related activities may include, but are not limited to:

• Recruitment and retention strategies

• Healthcare career pathway development

• EMS workforce sustainability initiatives

• Training and professional development

• Apprenticeship or internship coordination

• Partnerships with technical colleges and universities

• Rural clinical training support

• Workforce pipeline development

• Stakeholder coordination and technical assistance

Applicants are encouraged to propose innovative and evidence-based strategies aligned with statewide rural healthcare transformation goals.

Question 6: Is there a preferred format for the proposal response?

Yes. Applicants must follow the organization and formatting requirements outlined in Section 5 of the RFP.

Proposals will include:

• Signed RFP Form

• Executive Summary

• Detailed Response

• Separate Cost Proposal

• Disclosure of other RHT funding

The proposal may not exceed 50 pages.

Question 7: Can applicants submit multiple cost proposal options?

Yes. The RFP specifically allows contractors to submit multiple cost proposals or alternative pricing structures for consideration.

Question 8: What types of costs are allowable under this contract?

Allowable costs may include personnel, fringe benefits, approved travel, training, supplies, operational expenses, contractual costs, and administrative/indirect costs as described within the RFP.

All costs must be reasonable, necessary, allocable, and clearly described within the cost proposal.

Requests for reimbursement must comply with all applicable federal, state, and CMS allowability requirements. Certain costs, including capital expenditures or equipment purchases, may require additional review or may not be allowable depending on federal funding guidance and program requirements.

Question 9: Are indirect costs or administrative fees allowed?

Yes. Administrative fees and indirect costs may be included in the cost proposal. Applicants should clearly describe the methodology used to calculate these costs and identify whether the rate is a flat fee or percentage based.

Question 10: Will technical assistance and stakeholder facilitation be significant components of this work?

Answer:

Yes. Stakeholder coordination, facilitation, outreach, collaboration development, and technical assistance are core components of this RFP. Contractors should demonstrate strong communication, facilitation, and project management experience across diverse healthcare and community stakeholders.

Question 11: What populations and communities are priorities under this RFP?

This RFP is intended to support rural healthcare transformation efforts across South Dakota, including rural, frontier, and tribal communities. Contractors should demonstrate an understanding of the unique workforce, access, sustainability, infrastructure, and EMS challenges impacting these communities.

Question 12: What contract period is anticipated for this project?

The anticipated contract period is August 1, 2026, through July 31, 2027, with the option for up to three additional one-year renewals at the discretion of the State.

Question 13: How should applicants submit questions regarding this RFP?

Questions regarding this RFP must be submitted via email to Josie Petersen by the deadline identified in the Schedule of Activities. Questions should include the subject line identified in the RFP.

Responses to submitted questions will be publicly posted through the State’s e-procurement system.

Question 14: Is the State anticipating a single contractor or multiple contractors under this RFP?

The State anticipates awarding a contract to a single contractor; however, the State reserves the right to make awards in a manner determined to be in the best interest of the State.

Question 15: Will the contractor be expected to provide direct staffing support or personnel recruitment services for healthcare organizations?

Answer:

No. This RFP is focused on strategic, operational, administrative, and technical assistance support related to rural healthcare workforce transformation efforts. While workforce recruitment and retention strategies may be developed or supported through this contract, the contractor is not expected to function as a staffing agency or direct employer placement service unless specifically proposed as part of an approved initiative.

Question 16: Will the contractor be responsible for facilitating statewide meetings or conferences?

Potentially. The contractor may be asked to support planning, facilitation, coordination, logistics, or technical assistance activities related to statewide meetings, stakeholder workgroups, listening sessions, strategic planning sessions, or other Rural Health Transformation engagement activities.

Question 17: Will ORHES provide existing strategic plans, data, or background materials to the selected contractor?

Answer:

Yes. ORHES will provide relevant background materials, strategic analyses, program documentation, and available data necessary to support implementation of the scope of work, consistent with applicable confidentiality and data-sharing requirements.

Question 18: Are there expected performance measures or outcomes associated with this contract?

Answer:

Yes. The contractor will be expected to support development and tracking of performance measures, implementation milestones, evaluation frameworks, and program outcomes related to Rural Health Transformation initiatives. Specific metrics and reporting expectations may be further refined during contract negotiations and project implementation.

Question 19: Does the State anticipate this work continuing beyond the initial contract term?

The initial contract period is anticipated to run from August 1, 2026, through July 31, 2027, with the option for up to three additional one-year renewals, contingent upon funding availability, contractor performance, and State approval. CMS has only awarded funding for the first budget period. Funding for subsequent budget periods is subject to change.

Question 20: Can organizations who are currently receiving other RHT funding apply for this opportunity?

Answer:

Yes. Organizations currently receiving Rural Health Transformation funding may apply; however, applicants must disclose all current or pending RHT-related funding and clearly identify any potential overlap or duplication of activities, staffing, or costs.