STATE OF SOUTH DAKOTA

Department of Health

South Dakota Public Health Laboratory

615 East 4th Street

Pierre, SD 57501

REQUEST FOR PROPOSAL: Laboratory’s Courier Services

Proposals are due no later than 11/27/2026 by 05:00 PM CST

RFP #: 27-09055001-005 State POC: Dr. Leo Chugunov Email: Leo.Chugunov@state.sd.us

PLEASE, READ CAREFULLY

OFFEROR’S FIRM NAME: ___________ AUTHORIZED SIGNATURE: ___________________

ADDRESS: ______________________TYPE OR PRINT NAME: ______________________

CITY/STATE: ____________________ TELEPHONE NO:____________________________

ZIP CODE (9 DIGITS) _____________ FAX NO: __________________________________

EMAIL ADDRESS: __________________________________________________________

PRIMARY CONTACT INFORMATION

CONTACT NAME: ________________ TELEPHONE NO: ____________________________

FAX NO: _______________________ EMAIL ADDRESS: ___________________________

1.0 GENERAL INFORMATION

1.1 THE PURPOSE OF REQUEST FOR PROPOSAL (RFP)

This proposal requests applications to provide courier services for the South

Dakota Public Health Laboratory (SDPHL). The successful applicant will provide for the delivery of clinical, environmental, forensic and veterinary samples from laboratory clients statewide.

1.2 ISSUING OFFICE AND RFP REFERENCE NUMBER

The South Dakota Department of Health is the issuing office for this document and all subsequent addenda relating to it, on behalf of the State of South

Dakota, SDPHL. The reference number for the transaction is

RFP # 27-0905001-005. This number must be referred to on all proposals, correspondence, and documentation relating to the RFP.

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 received in the SD Public Health Laboratory by no later than 10/23/2026 by 05:00 PM CST. If submitted by mail the envelope should be addressed to:

RFP #27-0905001-005

Dr. Leo Chugunov

SD PUBLIC HEALTH LABORATORY

615 EAST 4TH STREET

PIERRE, SD 57501

Be sure to reference the RFP number in your letter.

The Letter of Intent may be submitted to Dr. Leo Chugunov via email at

Leo.Chugunov@state.sd.us. Please, place the following in the subject line of your email: “Letter of Intent for RFP # 27-0905001-005”.

1.4 SCHEDULE OF ACTIVITIES (SUBJECT TO CHANGE)

RFP Publication 10/13/2026

Letter of Intent to Respond Due 10/23/2026 by 05:00 PM CST

Offeror Questions Due 10/29/2026 by 05:00 PM CST

Responses to Offeror Questions 11/06/2026

Proposal Submission 11/27/2026 by 05:00 PM CST

Oral Presentations/discussions (if required) 12/04/2026

Proposal Revisions (if required) 12/15/2026 by 05:00 PM CST

Anticipated Award Decision/Contract Negotiation 12/29/2026

1.5 SUMITTING YOUR PROPOSAL

All proposals must be completed and received in the SDPHL by the date and time indicated in the Schedule of Activities. Proposals received after the deadline will be late and ineligible for consideration. The offeror has two options to submit proposals:

1. The offeror may submit one electronic original of the proposal and 2 paper copies of the proposal to be received by the SDPHL no later than five days after the date and time indicated in the Schedule of Activities.

2. The offeror may submit one original paper copy and 5 copies of the proposal by the date and time indicated in the Schedule of Activities.

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. If the offeror chooses to submit an electronic copy, an electronic signature may be provided. Proposals that are not properly signed may be rejected. The sealed envelope should be marked with the appropriate RFP Number and Title. Proposals should be addressed and labeled as follows:

REQUEST FOR PROPOSAL #27-0905001-005

PROPOSAL DUE 11/27/2026 by 05:00 PM CST

Dr. Leo Chugunov

SD PUBLIC HEALTH LABORATORY

615 EAST 4TH STREET

PIERRE, SD 57501

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

Each offeror submitting a response to the SDPHL’s RFP shall make the following

Certification: “By signing and submitting this proposal, the offeror certifies that neither it nor its principals are 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 the statements in this certification, the offeror shall attach an explanation to their offer.

1.7 NON-DISCRIMINATION STATEMENT

The State of South Dakota requires that all contractors, vendors, and suppliers who are 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 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 offeror certifies and agrees that the following information is correct:

The 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 offeror on this project and terminate any contract awarded based on the bid or response. The successful 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 that 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 ($100,000.00) or more, by submitting a response to this solicitation or agreeing to contract with the State, the offeror certifies and agrees that the following information is correct:

The 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 offeror on this project and terminate any contract awarded based on the bid or response. The successful offeror further agrees to provide immediate written notice to the contracting executive branch agency if during the term of the contract it no longer complies with this certification and agrees such noncompliance may be grounds for contract termination.

1.10 CERTIFICATION OF NO STATE LEGISLATOR INTEREST

Offeror (i) understands neither a state legislator nor a business in which a state legislator has an ownership interest may be directly or indirectly interested in any contract with the State that was authorized by any law passed during the term for which that legislator was elected, or within one year thereafter, and (ii) has read

South Dakota Constitution Article 3, Section 12 and has had the opportunity to seek independent legal advice on the applicability of that provision to any Agreement entered into as a result of this RFP. By signing an Agreement pursuant to this RFP, Offeror hereby certifies that the Agreement is not made in violation of the South

Dakota Constitution Article 3, Section 12.

1.11 MODIFICATION OR WITHDRAWAL OF PROPOSALS

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

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

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 offeror, 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 Dr. Leo Chugunov at

Leo.Chugunov@state.sd.us with the subject line “RFP # 27-0905001-005”.

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.

1.13 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 SDPHL.

If the offeror desires to protect proprietary or trade information, the offeror 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 SDPHL 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

The anticipated award period is March 1, 2027 to February 29, 2032 with the opportunity to renew the contract annually for up to 5 (five) years. If the offeror expects cost increases in subsequent years, increases must be clearly identified for each year in proposal.

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 offeror should provide some indication 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.

These indications assist the parties to draft a contract more quickly upon selection:

# Terms and Conditions Agreeable Negotiable Not Agreeable

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 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 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 whereof, 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 a new 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 carried 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 SDPHL 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

3.1 PURPOSE AND BACKGROUND

The SDPHL, located in Pierre, South Dakota, is seeking qualified courier service providers to provide reliable, secure, timely, and professional transportation of laboratory specimens, samples, supplies, reports, and other authorized materials.

SDPHL provides medical, environmental, and forensic laboratory services to healthcare facilities, governmental agencies, environmental programs, law enforcement and other authorized submitters throughout South Dakota. Timely and appropriate transportation of laboratory materials is essential to maintaining specimen integrity, supporting public health activities, and meeting laboratory testing requirements.

The selected Contractor(s) shall provide all personnel, vehicles, equipment, supplies, supervision, communication, tracking, and other resources necessary to perform the services described in this Scope of Work.

3.2 REGIONAL COVERAGE AND AWARD STRUCTURE

SDPHL intends to structure courier services into up to three geographic service regions:

• Eastern South Dakota

• Central South Dakota

• Western South Dakota

SDPHL may award services to one (1), two (2), or three (3) qualified Contractors based upon the proposals received, service capabilities demonstrated, geographic coverage, pricing, and the best interests of the State.

An Offeror may propose services for one, two, or all three regions. Offerors are not required to provide statewide coverage, however they are encouraged to do that.

SDPHL reserves the right to:

• Award all three regions to one Contractor;

• Award each region to a separate Contractor;

• Award two regions to one Contractor and the remaining region to another

Contractor; or

• Make any other combination of regional awards determined to be in the best interest of the State.

SDPHL may evaluate and award each region independently.

The State does not guarantee a minimum number of stops, miles, specimens, packages, or dollar volume for any region or Contractor.

3.3 GEOGRAPHIC SERVICE AREAS

For purposes of this RFP, the geographic service areas are generally defined as follows:

Eastern South Dakota

Communities and service locations east of the Missouri River, including major population centers, rural communities, healthcare facilities, environmental locations, and other designated SDPHL clients.

Central South Dakota

Communities located along or near the Missouri River corridor and adjacent service areas, including rural and regional locations designated by SDPHL.

Western South Dakota

Communities and service locations west of the Missouri River, including Rapid City and surrounding areas, rural communities, healthcare facilities, veterinary facilities, environmental locations, and other designated SDPHL clients.

Specific routes, stops, frequencies, and service requirements will be established by SDPHL and may be modified during the contract period based upon operational requirements.

3.4 SCOPE OF COURIER SERVICES

The Contractor shall provide scheduled and, when authorized, on-demand courier services for the pickup and delivery of laboratory materials between designated locations and

SDPHL.

Materials may originate from, but are not limited to:

• Hospitals;

• Clinics;

• Physician offices;

• Public health agencies;

• Community water systems;

• Wastewater systems;

• Environmental facilities;

• State agencies;

• Federal agencies;

• Law enforcement agencies; and

• Other locations designated by SDPHL.

Services shall include transportation of materials to SDPHL in Pierre, South Dakota and, when authorized, transportation of materials from SDPHL to designated statewide locations.

Routine service will primarily consist of unidirectional transportation to SDPHL.

3.5 ROUTES, FREQUENCY, AND SCHEDULING

SDPHL will establish routes and service schedules based upon client’s needs, specimen stability, testing requirements, geographic considerations, and operational requirements.

Pickup frequency may vary by route and location and may include:

• Daily service;

• One (1) to three (3) times per week;

• Weekly service; and

• On-demand service as needed

Offerors shall demonstrate the ability to establish and maintain efficient routes while accommodating variable daily volumes.

SDPHL favors efficient hub-and-spoke routing where appropriate, particularly for low-volume rural locations, in order to consolidate pickups and reduce unnecessary mileage and transportation costs.

The Contractor shall:

1. Arrive at designated locations within the established pickup window;

2. Collect all authorized materials presented for transportation;

3. Secure materials immediately upon pickup;

4. Maintain the established route schedule;

5. Deliver materials within the required timeframe;

6. Document pickup and delivery activity;

7. Notify SDPHL promptly of delays or service interruptions; and

8. Accommodate reasonable changes to routes, stops, frequencies, and schedules.

SDPHL may add, remove, or modify stops and routes during the contract period based upon operational needs.

3.6 NEXT-DAY DELIVERY REQUIREMENT

Next-day delivery to SDPHL is required for routine scheduled services Monday through

Saturday (with an option to include Sundays and Holidays), unless otherwise specified for an individual route.

The Contractor shall ensure that materials collected during an approved service day are delivered to SDPHL within the timeframe established for that route.

Required delivery times may vary by route based upon specimen stability, testing requirements, and laboratory operations.

SDPHL may establish specific delivery deadlines, including early-morning delivery requirements.

Offerors shall clearly identify their ability to meet next-day delivery requirements and shall identify any geographic areas where next-day service cannot be provided.

3.7 SPECIMEN AND MATERIAL TYPES

The Contractor shall be capable of safely transporting a variety of laboratory specimens and samples.

Materials may include, but are not limited to:

• Human clinical specimens;

• Blood, Urine and Stool;

• Bacterial isolates;

• Environmental samples;

• Drinking water samples;

• Wastewater samples;

• Forensic samples; and

• Other materials authorized by SDPHL.

Packaging may include:

• Padded envelopes;

• Small boxes;

• Foam containers;

• Specimen transport bags;

• Coolers; and

• Other approved shipping or transport containers.

Coolers may be as large as approximately 120 quarts.

The Contractor shall handle all materials in a manner that prevents loss, damage, contamination, leakage, unauthorized access, or compromise of specimen integrity.

3.8 PACKAGING AND TRANSPORTATION REQUIREMENTS

SDPHL will provide applicable packaging guidance to submitting medical clients.

The Contractor shall not open, manipulate, relabel, test, or otherwise alter specimens or packages unless specifically authorized by SDPHL.

The Contractor shall immediately notify SDPHL of packages that are:

• Damaged;

• Leaking;

• Improperly packaged;

• Missing required documentation;

• Compromised;

• Exposed to inappropriate temperatures or otherwise unsuitable for transportation.

SDPHL may provide or require specific packaging, coolers, transport containers, labels, security seals, or other materials.

Offerors shall clearly identify which transportation supplies are included in their proposed pricing and which supplies are the responsibility of SDPHL or the submitting facility.

3.9 TEMPERATURE AND CLIMATE CONTROL

The Contractor shall maintain appropriate environmental conditions throughout transportation to protect specimen and sample integrity.

Vehicles shall have appropriate climate-control capabilities for the materials being transported.

At a minimum:

• Packages shall be protected from extreme temperatures;

• Materials shall not be allowed to freeze unless the material is specifically designated for frozen transport;

• Refrigerated materials shall be maintained within the temperature range specified by

SDPHL or the submitting facility;

• Materials requiring ambient conditions shall be protected from excessive heat and cold; and

• Temperature-sensitive materials shall be protected during loading, transport, transfer, and delivery.

In the event of severe weather, vehicle failure, road closure, or other delay, the Contractor shall have procedures to maintain appropriate environmental conditions until delivery can be completed.

If a delay requires temporary storage, packages shall be maintained in an appropriate climate-controlled facility.

Offerors shall provide a detailed temperature and climate-control plan addressing:

1. Vehicle climate-control capabilities;

2. Insulated containers and coolers;

3. Ice packs or other temperature-control materials;

4. Temperature monitoring;

5. Procedures for temperature excursions;

6. Emergency storage;

7. Vehicle breakdown procedures; and

8. Documentation of temperature-related incidents.

Any temperature excursion that could affect specimen integrity shall be reported to SDPHL immediately.

3.10 SECURITY AND CHAIN OF CUSTODY

The Contractor shall maintain secure custody of all materials from pickup through delivery.

Drivers shall identify themselves to authorized personnel at pickup and shall follow applicable security procedures established by SDPHL or the submitting facility.

3.11 COMMUNICATION AND CUSTOMER SERVICE

The Contractor shall provide reliable communication throughout all scheduled service periods.

The Contractor shall designate:

• A primary SDPHL point of contact;

• A secondary point of contact;

• A dispatch/contact number;

• An after-hours or emergency contact; and

• Supervisory personnel responsible for service issues.

The Contractor shall promptly communicate:

• Missed pickups;

• Late pickups;

• Delayed deliveries;

• Vehicle breakdowns;

• Weather-related delays;

• Temperature excursions;

• Damaged or compromised packages;

• Lost packages;

• Route changes; and

• Other incidents affecting service.

Offerors shall describe their escalation process and proposed response times for routine and emergency issues.

3.12 EMERGENCY, STAT, AND SURGE SERVICES

The Contractor shall demonstrate the ability to respond to changes in courier requirements during:

• Disease outbreaks;

• Public health emergencies;

• Natural disasters;

• Severe weather;

• Environmental emergencies;

• Mass testing events;

• Other events of public health concern; or

• Other emergencies identified by SDPHL.

During such events, SDPHL may require:

• Additional pickups;

• Additional routes;

• Additional stops;

• Increased pickup frequency;

• Same-day transportation;

• STAT service;

• After-hours service;

• Weekend or holiday service;

• Bi-directional transportation; or

• Temporary transportation to alternate locations.

The Contractor shall maintain sufficient staffing, vehicles, and operational resources to provide surge capacity.

Emergency or surge services may be authorized and priced separately in accordance with the resulting contract. Specific terms for extraordinary events may be established at the time of the event.

3.13. INCLEMENT WEATHER

The Contractor shall maintain a written Inclement Weather Policy addressing the continued operation of courier services during severe weather and hazardous travel conditions.

The policy shall address:

• Driver safety;

• Route cancellations or delays;

• Alternate routing;

• Communication with SDPHL;

• Climate-controlled storage;

• Emergency transportation;

• Recovery of delayed shipments; and

• Resumption of normal service.

The Contractor shall notify SDPHL as soon as reasonably possible when weather conditions are expected to affect scheduled service.

Weather-related delays shall not relieve the Contractor of its responsibility to maintain specimen security and appropriate environmental conditions.

3.14 DRIVERS, STAFFING, AND VEHICLES

The Contractor shall provide sufficient qualified personnel to meet all awarded service requirements.

Drivers shall be appropriately trained for the transportation of laboratory materials and shall maintain all licenses, permits, certifications, and training required by applicable law.

Vehicles shall:

• Be properly licensed and insured;

• Be maintained in good operating condition;

• Be clean and suitable for laboratory transportation;

• Provide adequate security for transported materials;

• Provide appropriate climate control; and

• Have sufficient capacity for anticipated route volumes.

The Contractor shall maintain contingency plans for driver absence and vehicle failure.

Offerors shall identify the number and type of primary and backup vehicles available for each proposed region.

3.15. TRAINING

The Contractor shall provide appropriate training to personnel assigned to SDPHL services.

3.16 SUBCONTRACTORS AND THIRD-PARTY COURIERS

Offerors intending to use subcontractors or third-party courier providers shall identify all proposed subcontractors in their proposal.

The Contractor shall remain fully responsible for the performance of all subcontractors and shall ensure that subcontractors comply with all applicable contract requirements.

The Contractor shall maintain appropriate oversight of subcontracted services, including:

• Driver qualifications;

• Training;

• Security;

• Specimen handling;

• Temperature control;

• Chain of custody;

• Tracking;

• Customer service; and

• Incident reporting.

Any proposed change to subcontractors shall require thirty (30) days’ prior written notice to SDPHL, unless an emergency circumstance makes such notice impracticable.

SDPHL reserves the right to approve or reject proposed subcontractors in accordance with the terms of the resulting contract.

3.17 TRACKING AND DOCUMENTATION

The Contractor shall maintain an electronic or otherwise reliable system for documenting courier activity.

At a minimum, records shall identify:

• Pickup location;

• Date and time of pickup;

• Driver;

• Route;

• Delivery location;

• Date and time of delivery;

• Recipient or delivery confirmation;

• Package or shipment identification, when applicable; and

• Exceptions or delays.

SDPHL shall have reasonable access to courier records necessary to verify service performance and billing.

3.18 REPORTING

The Contractor shall provide operational reports as requested by SDPHL.

Reports shall include, as applicable:

• Daily pickup and delivery logs;

• Missed pickups;

• Late pickups;

• Late deliveries;

• Route exceptions;

• Temperature-related incidents;

• Damaged or compromised packages;

• Lost or missing materials;

• Chain-of-custody exceptions;

• Emergency or STAT requests;

• Corrective actions; and

• Other performance information requested by SDPHL.

The Contractor shall promptly report significant incidents affecting specimen integrity, security, or delivery.

3.19 INVOICING

Invoices shall be submitted electronically on a monthly basis.

Invoices shall provide sufficient detail for SDPHL to verify services performed and charges incurred.

At a minimum, invoices shall identify:

• Region;

• Route;

• Service date;

• Pickup locations/stops;

• Frequency of service;

• Package or shipment counts, when applicable;

• Route or stop charges;

• Mileage charges, if applicable;

• Line-haul charges, if applicable;

• Emergency/STAT charges, if applicable;

• Fuel surcharge, if applicable; and

• Total amount due.

Invoices shall be provided in an electronic format compatible with Microsoft Excel or another format approved by SDPHL.

All additional charges shall be clearly identified and supported by the applicable contract pricing structure.

3.20. ASSUMPTIONS

3.20.1 Most packages are 9” X 4” X4”, totes are 15” X 21”.

3.20.2 Packages containing ice packs weigh 2 pounds each, larger totes weigh on average 15 pounds each.

3.20.3 Packages that do not contain ice packs weigh 6 ounces each.

3.20.4 Coolers are 120 qt. coolers that weigh 50 pounds each.

3.20.5 Total mileage for the day is 1500 miles.

3.21 PRICING

SDPHL will accept multiple pricing structures to accommodate geographic and route variability.

Offerors may propose one or more of the following:

• Cost per stop;

• Cost per mile;

• Daily route rate;

• Weekly route rate;

• Fixed route rate;

• Hub-and-spoke/line-haul pricing;

• Hybrid pricing; or

• Other clearly defined pricing methodology.

Offerors shall clearly identify all assumptions underlying their pricing.

If a fuel surcharge is proposed, the Offeror shall provide:

1. The baseline fuel price;

2. The source used to establish the baseline;

3. The methodology for calculating adjustments;

4. The frequency of adjustments; and

5. Any maximum or minimum adjustment.

Offerors shall identify all fees that could be charged during the contract period.

SDPHL prefers transparent, predictable pricing and may favor pricing structures that minimize administrative complexity and unexpected charges.

3.22 REQUIRED PRICING SCENARIO

To facilitate an equitable comparison of proposals, Offerors shall provide pricing for the following standardized scenario.

Eastern South Dakota Example

Assume that, on a single service day:

• Pickups occur across approximately 50 communities east of the Missouri River;

• Package volumes vary by location;

• Packages include a mixture of routine laboratory materials and temperature-sensitive materials requiring ice packs;

• Coolers may be as large as approximately 120 quarts; and

• An overnight line-haul is required from Sioux Falls to Pierre, with arrival at SDPHL by 09:00 AM the following morning.

Offerors shall provide:

• Proposed routing methodology;

• Estimated mileage;

• Number of vehicles required;

• Number of drivers required;

• Estimated route hours;

• Assumptions regarding package volume and weight;

• Cooler/transport capacity assumptions;

• Line-haul assumptions;

• Cost per stop, if applicable;

• Cost per mile, if applicable;

• Daily route cost;

• Line-haul cost;

• Fuel surcharge, if applicable; and

• Total estimated cost for the service day.

The purpose of this scenario is to provide SDPHL with a standardized basis for comparing proposed pricing methodologies and operational approaches.

3.23 PERFORMANCE STANDARDS AND KEY PERFORMANCE INDICATORS

The Contractor shall meet performance standards established by SDPHL and incorporated into the resulting contract.

Performance may be evaluated using, at a minimum:

On-Time Delivery

Percentage of shipments delivered within the required next-day delivery timeframe.

Pickup Adherence

Percentage of scheduled pickups completed within the established pickup window.

Temperature Compliance

Percentage of shipments transported without an unacceptable temperature excursion.

Chain-of-Custody Compliance

Accuracy and completeness of required chain-of-custody documentation.

Incident Notification

Timeliness of notification regarding delays, damaged packages, temperature excursions, lost materials, or other incidents.

Customer Service

Response time and resolution of service-related concerns.

SDPHL may establish specific numerical performance targets during contract finalization.

Repeated failure to meet established performance standards may result in corrective action in accordance with the resulting contract.

3.24 SERVICE CHANGES

SDPHL reserves the right to modify courier services during the contract period to reflect changes in laboratory operations, client locations, testing programs, public health needs, or available funding.

Changes may include:

• Adding or removing stops;

• Changing routes;

• Changing pickup frequency;

• Changing pickup windows;

• Adding or removing service locations;

• Increasing or decreasing service volume;

• Establishing temporary routes; or

• Requesting emergency or special services.

Material changes affecting pricing shall be addressed in accordance with the terms of the resulting contract.

3.25 CONTINUITY OF OPERATIONS

The Contractor shall maintain a continuity-of-operations plan sufficient to provide reliable service during disruptions.

The plan shall address:

• Driver shortages;

• Vehicle breakdowns;

• Severe weather;

• Road closures;

• Facility closures;

• Communication failures;

• Public health emergencies;

• Natural disasters; and

• Other circumstances that could interrupt courier operations.

The Contractor shall maintain reasonable backup resources to minimize service interruptions.

3.26 PROPOSAL RESPONSE REQUIREMENTS

Offerors shall provide sufficient information for SDPHL to evaluate their ability to provide the requested services.

At a minimum, proposals shall include:

1. Company background and experience;

2. Experience transporting laboratory specimens and samples;

3. Geographic region(s) proposed;

4. Proposed routes and routing methodology;

5. Pickup frequency and scheduling methodology;

6. Staffing plan;

7. Primary and backup drivers;

8. Primary and backup vehicles;

9. Temperature-control plan;

10. Security and chain-of-custody plan;

11. Tracking and proof-of-delivery capabilities;

12. Inclement Weather Policy;

13. Emergency and surge-response capabilities;

14. Training program;

15. Subcontractor information, if applicable;

16. Customer service and communication procedures;

17. Performance monitoring methodology;

18. References for comparable courier services;

19. Proposed pricing; and

20. Any assumptions, exclusions, limitations, or exceptions to this Scope of Work.

Offerors shall clearly identify which requirements they can fully meet and any proposed alternatives.

3.27 STATE FLEXIBILITY

Nothing in this Scope of Work shall be construed to require SDPHL to award all courier services to a single Contractor.

SDPHL may make multiple awards and may utilize different Contractors for different geographic regions when doing so provides the best combination of service, reliability, responsiveness, and cost to the State.

SDPHL reserves the right to reject any or all proposals, in whole or in part, and to make awards in the manner determined to be in the best interest of the State.

4.0 PROPOSAL REQUIREMENTS AND COMPANY QUALIFICATIONS

4.1 OFFEROR’S RESPONSIBILITY

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, et cetera 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.

5.0 PROPOSAL RESPONSE FORMAT

5.1 STRUCTURE

The proposal shall be page numbered and should have an index and/or a table of contents referring to 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 this RFP) completed and signed.

5.2.2 Executive Summary

The one-to-two-page executive summary is to 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.

5.2.3 Detailed Response

This section 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 the RFP.

5.2.3.3 A clear description of any options or alternatives proposed.

5.2.4 Cost Proposal

The proposal will include a total amount, the cost for each type of package mentioned, any line haul amount, et cetera. Offerors may submit multiple cost proposals. All costs related to the provision of the required services must be included in each cost proposal offered.

5.2.5 Experience and Reliability

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.

5.2.6 References

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.

5.2.7 Qualifications

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

6.0 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;

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…