RFP Document.pdf

STATE OF SOUTH DAKOTA

INFORMATION TECHNOLOGY (IT) RFP

(Department of Health- 615 E. 4th Street, Pierre, SD 57501)

Rural Health Data Atlas- Informatics Services

PROPOSALS ARE DUE NO LATER THAN September 28, 2026

RFP #: 27-09RHT-025 STATE POC: Anita Bharadwaja EMAIL: doh.datamodernization@state.sd.us

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1.0 GENERAL INFORMATION

1.1 Purpose of Request for Proposal (RFP)

1.1.1 Background:

The South Dakota Rural Health Data Atlas is a state-led initiative to transform how rural communities access and use health data. The Rural Health Data Atlas will integrate datasets from South Dakota’s health agencies and other publicly available sources into an intuitive platform featuring maps, charts, tables, and point-and-click analysis tools.

To support work within state agencies that will contribute health data to the Rural Health Data Atlas platform, the South Dakota Department of Health is seeking contractual staffing support. The contractors selected to support this effort will benefit from having data science and public health informatics knowledge, skills, and abilities to curate the datasets, document data governance, conduct quality assurance checks, transform the datasets that will be used by the platform, maintain interfaces with source systems, and support the department's broader data and information systems. This Request for Proposal for contractual staffing support will provide that capacity, focused on Data Scientist and Informatician positions described in Section 3 below.

1.1.2 Goals and Objectives:

The informatics staffing support will enable SD DOH to extract, transform, and load data from existing systems into enterprise data infrastructure for ingestion by the Rural Health Data Atlas platform, with the added benefit of modernizing data availability for programs in state agencies. The proposed contractor roles will include, but not be limited to, the following:

● Curate and maintain the quality of datasets and indicators feeding the Data Atlas platform.

● Maintain and troubleshoot data interfaces and feeds connecting state agency data and systems to the Data Atlas and other data modernization activities.

● Apply data governance standards, including access controls and small cell suppression safeguards, to protect sensitive health data shared through the Atlas.

• Prepare and validate data for ingestion from existing state agency systems and enterprise data platforms.

1.1.3 Description of Components or Phases:

The selected vendor must employ a project management approach that will satisfy the scope of work and incorporate all activities described in the RFP. The selected vendor shall adjust the project management approach or project schedules, as necessary, to collaborate with the Department to successfully execute the project.

1.1.4 PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The South Dakota Department of Health is seeking contractual staffing support for the Data Atlas project, focused on the following specialty areas: data science and public health informatics. Team members will work in partnership with program and technical staff to maintain data systems, develop and maintain automated processes, prepare performance measures and other reporting for federal grants, provide technical assistance, and communicate with staff members at all levels of technical knowledge.

1.2 ISSUING OFFICE AND RFP REFERENCE NUMBER

All interested offerors must submit a Letter of Intent in response to this RFP. The Letter of Intent must be submitted to the Agency via email at doh.datamodernization@state.sd.us by the date and time indicated in Section 1.4, Schedule of Activities. Please include the following in the subject line of your email:

“Letter of Intent for RFP# 27-09RHT-025”.

1.3 LETTER OF INTENT

All interested offerors must submit a Letter of Intent to respond to this RFP.

The letter of intent should be submitted via email to doh.datamodernization@state.sd.us by no later than September 8, 2026. Please place the following in the subject line of your email: “Letter of Intent for

RFP#27-09RHT-025”.

1.4 SCHEDULE OF ACTIVITIES (SUBJECT TO CHANGE)

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

RFP Publication August 25, 2026

Deadline for Letter of Intent to Respond September 8, 2026

Deadline for submission of written inquiries Q&A (Limit 30 questions per offeror) September 8, 2026

Deadline for Responses to offeror Questions September 14, 2026

Deadline for Proposal Submission September 28, 2026

Anticipated Award Decision/Contract Negotiation October 20, 2026

1.5 SUBMITTING YOUR PROPOSAL

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

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

An electronic copy of the proposal shall be submitted. Offerors shall submit an email to doh.datamodernization@state.sd.us. Please place the following in the subject line of your email:

“Proposal for RFP#27-09RHT-025”.

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.

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.

1.6 CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND

VOLUNTARY EXCLUSION – LOWER TIER COVERED TRANSACTIONS

Bidders submitting a response to the Department's RFP make each of the following certifications.

mailto:doh.datamodernization@state.sd.us

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 BUSINESS WITH A 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 BUSINESS THAT BOYCOTTS PERSON OR ENTITY OF ISRAELI ORIGIN

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 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 that 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 or formal bids or requests for proposals will be considered.

In the event the winning proposer's contract is withdrawn or terminated for any reason, the State reserves the right to revisit the selection of the RFP and select the next highest scoring qualified bidder, subject to the condition that the offer, as made in the bid, is still valid from the bidder.

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 doh.datamodernization@state.sd.us with the subject line “RFP # 27-09RHT-025”.

The State will respond to Offeror 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.

1.13 PROPRIETARY INFORMATION

The proposal of the successful Offeror(s) becomes public information. Proprietary information can be protected under limited circumstances such as client lists, non-public financial statements, personnel information other than salaries and routine directory information, financial information supplied for qualifying for a bid submitted to the department.

If the bidder desires to protect proprietary or trade information, the bidder shall mark that information in the RFP as proprietary or trade information. It may be contained in a single section or marked by the use of font, size, or markings. An entire proposal may not be marked as proprietary. The Executive Summary must contain specific justification explaining why the information is to be protected. The Department staff will review what information is claimed to be proprietary or trade information and make discretionary decisions regarding its protection under the Public Records Act. 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

Length of this contract is one (1) year with the possibility of up to four (4) one (1) year extensions.

1.15 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. In the RFP response the bidder should indicate whether the terms are acceptable, if negotiation is required, or the terms are unacceptable. The State reserves the right to disqualify the bidder based upon terms it deems “NOT AGREEABLE” or if negotiation does not yield an acceptable agreement by the State.

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 __________________ and end on ___________________, 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 $________________. 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 of 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 ___________________ 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.

2.18 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 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

3.0 Scope of Work

The South Dakota Department of Health is seeking contractual staffing support focused on data science and public health informatics.

A list of responsibilities and minimum qualifications for each position type is below.

3.1 Data Scientist

● Support ingestion, curation, and integration of datasets into the Rural Health Data Atlas platform from SD DOH systems, other state agencies, federally curated sources, and local/county datasets.

● Develop and maintain metadata for Data Atlas datasets and indicators, including data dictionaries and data element/variable change documentation.

● Apply data governance standards to Data Atlas indicators, including rate/stabilization rules and small cell suppression safeguards, in coordination with the platform vendor.

• Knowledge of data privacy, deidentification methodologies, or statistical disclosure limitation protocols.

● Assist in identifying solutions for information access, such as data repositories, visual display of information for data quality review and decision-making, and concerns related to legal, confidential, and security aspects of data collection, storage, and access.

● Support the State's ability to manipulate Data Atlas data, run reports, and develop dashboards through Power BI, ESRI, Tableau, and associated platforms.

● Ensure communication with system and data users within the department of health and with external Data Atlas stakeholders (hospitals, community coalitions, Tribal Nations, rural health clinics, academic and research organizations).

Minimum Qualifications:

• Bachelor's degree in Data Science, Mathematics, Computer Science, or related field

• Knowledge of statistical methods, data modeling, and analysis software (e.g., SAS, R)

• Experience with Power BI, ESRI, Tableau, or other data visualization software

• Experience with SQL, Python, or other scripting languages

• Proficient use of Microsoft Office tools

• Two years experience working in a public health setting

3.2 Informatician

Lead public health informatics planning for the movement of data (i.e., from current data systems or enterprise level repositories) into the Rural Health Data Atlas platform, which might include related data modernization activities.

• Support the development and maintenance of new data feeds from existing state agency data sources and information systems.

• Support data governance (e.g., metadata, data integration, data quality) for state agency data sources and information systems.

• Identify a possible migration strategy for optional transition of existing departmental dashboards (Power BI, Tableau, and related platforms) into the Rural Health Data Atlas platform.

• Experience with data exchange protocols.

• Monitor and resolve technical issues affecting the flow of data (i.e., data feeds from systems and repositories) available for ingestion by the Rural Health Data Atlas.

Minimum Qualifications:

• Bachelor's degree in information systems, computer science, or related field or Master's degree in Public Health with a concentration in Public Health Informatics

• Experience with Microsoft Office tools

• Experience with SQL, Python, JavaScript, or Azure data services such as Databricks, Azure

Data Factory, Synapse, or Cosmos DB.

• Knowledge of coding standards, such as HL7, LOINC, SNOMED, ICD-10, CPT, and other clinical or message coding

• Two years of experience working in a public health setting

3.3 Offeror Response Requirements (please note alignment and overlap with Section 6 Proposal Evaluation)

Offerors may provide up to three candidates for each position. Up to one candidate from each position type will be selected. The initial contract period will be for one year (anticipated October 20, 2026 – October 19, 2027), with renewal and duration dependent on funding and state agency need.

For each of the (up to three) qualified candidates, offerors must include, either in narrative or in the applicant resume or curriculum vitae, the following:

• Position-specific knowledge and experience to fulfill the responsibilities and meet the minimum qualifications

• Ability to provide technical assistance, training, and support based on applicable principles and standards

• Ability to communicate with technical and non-technical staff, both verbally and in writing

Offerors must include:

• Hourly rate card for each position type (i.e., Data Scientist and Informatician)

• Availability to the project locale (e.g., hours per week or days per month; work location and ability to travel onsite, if necessary)

• Ability of candidates to complete a fingerprint background check

• 2-3 client references from similar staff augmentation engagements

• Project management techniques to ensure selected candidates

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. 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;

b. Dates of the service/contract; and

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

5.0 PROPOSAL RESPONSE FORMAT

5.1 An electronic original shall be submitted to the Department.

5.1.1 The Offeror shall provide an electronically formatted copy of their proposal via email by the due date.

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

5.2 REQUIRED ORGANIZATION OF EACH PROPOSAL

All proposals must be organized, tabbed with labels and presented in this exact order:

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

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

5.2.3.1 A complete narrative of the Offeror's assessment of the work to be performed, the

Offeror's ability and approach, and the resources necessary to fulfill the requirements. This should demonstrate the Offeror's understanding of the desired overall performance expectations.

5.2.3.2 A specific point-by-point response, in the order listed, to each requirement in the RFP.

The response should identify each requirement being addressed as enumerated in Section 3 of the RFP.

5.2.3.3 A clear description of any options or alternatives proposed.

5.2.4 Cost Proposal. Cost will be evaluated alongside the technical proposal. Offerors must submit a single cost proposal, i.e., hourly rate card, for each position type. An alternative cost proposal will be considered if an alternative is proposed under 5.2.3.3. All costs related to the provision of the required services must be included in each cost proposal offered. See Section 7.0 for more information related to the cost proposal.

5.2.5 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 staff augmentation requirements of this RFP.

5.2.6 The qualifications of the personnel proposed by the Offeror, whether from the Offeror's organization or from a proposed subcontractor, will be evaluated. Therefore, the Offeror should submit detailed information related to the experience and qualifications, including education and training, of proposed personnel, as outlined in Section 3 of the RFP.

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.

6.5.3 If the agency negotiates a contract with any qualified vendor and the contract is terminated for any cause it may return to this bid and negotiate a contract with a qualified bidder.

7.0 COST PROPOSAL

For purposes of determining the best value, the technical proposal is the top priority. However, as technical scores become closer, price will become more important. Offerors 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 year one. Please indicate anticipated future cost increases as a part of the cost proposal.

• Personnel costs include both salary and fringe benefits for the individual dedicating time to this service.

Also include the percent of time the individual is dedicating to providing services. All of these details must be included in the description column in the chart below.

• Supplies costs may include printing, computer needs, etc. Please provide details in the description column in the chart below.

• Travel costs should include total cost per trip for in-state and out-of-state trips as applicable. All of 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. Specific rulings can be found at https://sdsos.gov/about-the-office/board-of-finance/bof-docs/TravelReimbursementMemoFY2025.pdf. All travel must be approved in advance by the State. All travel must be approved in advance by the State.

• Other costs may include any other costs that are not covered in the above sections. Please provide details in the description column in the chart below.

• Indirect costs may be included for executive oversight, accounting, and contract management.

Federally negotiated indirect cost rates will be accepted. If no negotiated cost rate exists, the allowable cost rate may not exceed 15%.

Sections Description Costs Additional Comments

A. Personnel Salary

Fringe

B. Supplies

C. Travel In state

Out of state

D. Other

E. Indirect

TOTAL (A-E)

This level of budget detail will be required on submitted monthly invoices for actual costs incurred.

https://sdsos.gov/about-the-office/board-of-finance/bof-docs/TravelReimbursementMemoFY2025.pdf https://sdsos.gov/about-the-office/board-of-finance/bof-docs/TravelReimbursementMemoFY2025.pdf