RESOURCE MANAGEMENT SYSTEM

The South Carolina Department of Labor, Licensing and Regulation (LLR), specifically the Division of Fire and Life Safety, is seeking a comprehensive Resource Management System for the South Carolina Fire Academy (SCFA) through a Request for Proposal (RFP). The procurement aims to replace legacy in-house systems with a commercial-off-the-shelf (COTS) modular software solution that integrates multiple functional capabilities, including records management, administrative functions, training coordination, testing, hospitality management, document workflow, and finance. The system must be cloud-based, FedRAMP authorized, and provide infrastructure, support, and maintenance. Key requirements include integration with the existing Fire Portal, supporting approximately 19,000 firefighters across 500 fire departments, and handling over 2,500 annual classes with approximately 27,910 enrolled students. Offerors must have successfully implemented three similar systems for fire or law enforcement training academies and must submit proposals in two parts: a technical proposal and a business proposal. Critical deadlines include a pre-proposal conference held virtually on October 19, 2021, questions due by 4:00 PM ET on the same date, and proposal submissions required online by November 23, 2021, at 11:00 AM ET. Up to three highest-ranked offerors will be required to provide live demonstrations between January 12-13, 2022, with each demonstration lasting up to three hours.

The solicitation does not explicitly specify set-aside designations or restrictions on respondent types. The current system consists of three separate, non-integrated in-house systems developed since 1995, which the new solution will replace. The procurement requires comprehensive data ownership remaining exclusively with the State, with the contractor mandated to provide information security and cybersecurity insurance with $5 million per occurrence and $10 million aggregate limits. No per-person annual testing fees are permitted, and all testing costs must be inclusive in the proposal. The contract will have an initial term of one year from February 18, 2022, to February 17, 2027, with four potential one-year renewal options, creating a maximum potential contract life of five years. Pricing requirements include detailing total ownership costs for the first year, annual maintenance and subscription fees for years two through five, implementation costs, and payment schedules, with pricing expected to remain consistent throughout the contract period. The contractor must also provide transition services, disengagement services upon contract termination, and maintain system currency throughout the contract term. While specific budget ranges are not disclosed, the comprehensive nature of the system and its extensive requirements suggest a significant investment in modernizing the South Carolina Fire Academy's technological infrastructure.