RANDOM MOMENT SAMPLING

The South Carolina Department of Social Services is seeking a hosted Random Moment Sampling (RMS) system to track employee effort allocation across state and federal programs. The procurement is specifically for a Commercial Off-The-Shelf (COTS) software-as-a-service solution supporting cost allocation and federal reimbursement for three distinct cost pools: Custodial, Non-Custodial, and Agency Partner Entities services. The system must generate 3,000 random "moments" per quarter with 98% guaranteed uptime, support 500 concurrent users, and accommodate approximately 46 county offices and 14 community partners. Key system requirements include comprehensive reporting, email notifications, quality control sampling, and robust data management capabilities. Evaluation criteria will prioritize technical approach (40 points), demonstrated experience (30 points), price proposal (20 points), and implementation plan (10 points). Critical procurement dates include a January 12, 2022 deadline for offeror questions, proposal submissions due by February 9, 2022 at 2:30 PM ET, award notification scheduled for March 11, 2022, and an initial contract term beginning March 23, 2022.

The solicitation does not specify specific set-aside designations or restrictions on respondent types. The incumbent vendor is Diversified Services Network Inc., with the current annual contract value approximately $68,000. The procurement has an annual budget cap of $75,000, which must cover implementation, training, ongoing support, and quarterly reporting. Contractors must provide comprehensive liability insurance, including Commercial General Liability ($1 million per occurrence), Auto Liability ($1 million per accident), Workers' Compensation, and Information Security and Privacy coverage ($5 million per occurrence/$10 million aggregate). Mandatory contractor qualifications include compliance with federal regulations (45 CFR Parts 75 and 95), maintaining systems with password authentication, tablet compatibility, daily backups with five-year data retention, and potential security certifications like ISO/IEC 27001 or AICPA SOC 2. The contract includes an initial one-year term with four optional one-year renewals, potentially extending the total contract period to five years. Vendors must be registered as a South Carolina vendor and demonstrate compliance with state and federal data security and confidentiality regulations.