- Detail
- Delivery Point
- Columbia, SC
- Excerpt
- State of South Carolina
Request for Proposal
Solicitation:
Date Issued:
Procurement Officer:
Phone:
E-Mail Address:
Mailing Address:
5400030026
07/31/2026
Jason Coleman
(803) 898-2079
jason.coleman@scdhhs.gov
1801 Main Street, Columbia, SC 29201
DESCRIPTION: Medicaid Clinical Data Exchange (MCDE)
USING GOVERNMENTAL UNIT: South Carolina Department of Health & Human Services
SUBMIT YOUR OFFER ON-LINE AT THE FOLLOWING URL: http://www.procurement.sc.gov//
SUBMIT OFFER BY (Opening Date/Time): 10/15/2026 11:00 AM EST (See "Deadline for Submission of Offer" provision)
QUESTIONS MUST BE RECEIVED BY: 08/25/2026 12:00 PM EST (See "Questions from Offeror" provision)
NUMBER OF COPIES TO BE SUBMITTED: One (1) online submission and One (1) Redacted Copy submitted online,
(See “Submitting Redacted Offers” provision Section IV & “Submitting Confidential Information” Section II.A.)
CONFERENCE TYPE: Non-Mandatory Pre-Proposal Conference
DATE & TIME: 08/21/2026 10:00 AM EST
(As appropriate, see "Conferences - Pre-Bid/Proposal" & "Site Visit"
provisions)
LOCATION: Microsoft Teams
(email jason.coleman@scdhhs.gov before 3:00 PM
the day before for log-on instructions)
AWARD &
AMENDMENTS
Award will be posted on 02/23/2027. The award, this solicitation, any amendments, and any related notices will
be posted at the following web address: http://www.procurement.sc.gov
You must submit a signed copy of this form with Your Offer. By signing, You agree to be bound by the terms of the Solicitation. You
agree to hold Your Offer open for a minimum of ninety (90) calendar days after the Opening Date.
- Listing
- Title
- MEDICAID CLINICAL DATA EXCHANGE
- Agency
- Health and Human Svcs
- Due Date Raw
- 10/15/2026 11:00:00 AM
- Solicit Number
- 5400030026
- Pdf Text
- State of South Carolina
Request for Proposal
Solicitation:
Date Issued:
Procurement Officer:
Phone:
E-Mail Address:
Mailing Address:
5400030026
07/31/2026
Jason Coleman
(803) 898-2079
jason.coleman@scdhhs.gov
1801 Main Street, Columbia, SC 29201
DESCRIPTION: Medicaid Clinical Data Exchange (MCDE)
USING GOVERNMENTAL UNIT: South Carolina Department of Health & Human Services
SUBMIT YOUR OFFER ON-LINE AT THE FOLLOWING URL: http://www.procurement.sc.gov//
SUBMIT OFFER BY (Opening Date/Time): 10/15/2026 11:00 AM EST (See "Deadline for Submission of Offer" provision)
QUESTIONS MUST BE RECEIVED BY: 08/25/2026 12:00 PM EST (See "Questions from Offeror" provision)
NUMBER OF COPIES TO BE SUBMITTED: One (1) online submission and One (1) Redacted Copy submitted online,
(See “Submitting Redacted Offers” provision Section IV & “Submitting Confidential Information” Section II.A.)
CONFERENCE TYPE: Non-Mandatory Pre-Proposal Conference
DATE & TIME: 08/21/2026 10:00 AM EST
(As appropriate, see "Conferences - Pre-Bid/Proposal" & "Site Visit"
provisions)
LOCATION: Microsoft Teams
(email jason.coleman@scdhhs.gov before 3:00 PM
the day before for log-on instructions)
AWARD &
AMENDMENTS
Award will be posted on 02/23/2027. The award, this solicitation, any amendments, and any related notices will
be posted at the following web address: http://www.procurement.sc.gov
You must submit a signed copy of this form with Your Offer. By signing, You agree to be bound by the terms of the Solicitation. You
agree to hold Your Offer open for a minimum of ninety (90) calendar days after the Opening Date. (See "Signing Your Offer"
provision.)
NAME OF OFFEROR
(Full legal name of Business submitting the Offer)
Any award issued will be issued to, and the Contract will be
formed with, the entity identified as the Offeror. The entity named
as the Offeror must be a single and distinct legal entity. Do not use
the name of a branch office or a division of a larger entity if the
branch or division is not a separate legal entity, i.e., a separate
corporation, partnership, sole proprietorship, etc.
AUTHORIZED SIGNATURE
(Person must be authorized to submit binding Offer to Contract on
behalf of Offeror.)
DATE SIGNED
TITLE
(Business title of person signing above)
STATE VENDOR NO.
(Register to Obtain S.C. Vendor No. at
www.procurement.sc.gov)
PRINTED NAME
(Printed name of person signing above)
STATE OF INCORPORATION
(If You are a corporation, identify the state of incorporation.)
OFFEROR'S TYPE OF ENTITY: (Check one) (See "Signing Your Offer" provision.)
___ Sole Proprietorship ___ Partnership ___ Other_____________________________
___ Corporate entity (not tax-exempt) ___ Corporation (tax-exempt) ___ Government entity (federal, state, or local)
COVER PAGE - ON-LINE ONLY (MAR. 2015)
SAP
PAGE TWO (Return Page Two with Your Offer)
HOME OFFICE ADDRESS (Address for Offeror's home office /
principal place of Business)
NOTICE ADDRESS (Address to which all procurement and
Contract related notices should be sent.) (See "Notice" clause)
_________________________________________________
Area Code - Number - Extension F
acsimile
_________________________________________________
E-mail Address
PAYMENT ADDRESS (Address to which payments will be sent.)
(See "Payment" clause)
____Payment Address same as Home Office Address
____Payment Address same as Notice Address (check only
one)
ORDER ADDRESS (Address to which purchase orders will be
sent) (See "Purchase Orders and "Contract Documents" clauses)
____Order Address same as Home Office Address
____Order Address same as Notice Address (check only one)
ACKNOWLEDGMENT OF AMENDMENTS
Offeror acknowledges receipt of amendments by indicating Amendment number and its date of issue. (See "Amendments to
Solicitation" Provision)
Amendment
No.
Amendment
Issue Date
Amendment
No.
Amendment
Issue Date
Amendment
No.
Amendment
Issue Date
Amendment
No.
Amendment
Issue Date
DISCOUNT FOR
PROMPT PAYMENT
(See "Discount for
Prompt Payment" clause)
10 Calendar Days (%) 20 Calendar Days (%) 30 Calendar Days (%) _____Calendar Days (%)
PAGE TWO (SEP 2009) End of PAGE TWO
Page 3 of 95
CONTENTS
1 SCOPE OF SOLICITATION ............................................................................................................................................ 7
1.1 ACQUIRE SOLUTION AND SERVICES .................................................................................................................... 7
1.2 MAXIMUM CONTRACT PERIOD – ESTIMATED (MODIFIED) ................................................................................ 7
1.3 PROGRAM BACKGROUND AND VISION ............................................................................................................... 7
1.3.1 BACKGROUND ..................................................................................................................................................... 7
1.4 SCDHHS ORGANIZATION ......................................................................................................................................... 8
1.5 MEDICAID CLINICAL DATA EXCHANGE (MCDE) ARCHITECTURE ................................................................ 9
2 INSTRUCTIONS TO OFFERORS ................................................................................................................................. 10
2.1 INSTRUCTIONS TO OFFERORS – A. GENERAL INSTRUCTIONS ...................................................................... 10
2.1.1 DEFINITIONS, CAPITALIZATION, AND HEADINGS (MAY 2024)................................................................... 10
2.1.2 ADDITIONAL DEFINITIONS (SCDHHS) ........................................................................................................... 11
2.1.3 AMENDMENTS TO SOLICITATION (JAN 2004) ............................................................................................... 11
2.1.4 AUTHORIZED AGENT (FEB 2015) .................................................................................................................... 11
2.1.5 AWARD NOTIFICATION (MAR 2024) ................................................................................................................ 12
2.1.6 BID/PROPOSAL AS OFFER TO CONTRACT (JAN 2004) ................................................................................. 12
2.1.7 BID ACCEPTANCE PERIOD (JAN 2004) ........................................................................................................... 12
2.1.8 BID IN ENGLISH and DOLLARS (JAN 2004) ..................................................................................................... 12
2.1.9 AUTHORITY AS PROCUREMENT AGENT (DEC 2015).................................................................................... 12
2.1.10 CERTIFICATE OF INDEPENDENT PRICE DETERMINATION (MAR 2024) ................................................ 12
2.1.11 CERTIFICATION REGARDING DEBARMENT AND OTHER RESPONSIBILITY MATTERS (JAN 2004) ..... 13
2.1.12 CODE OF LAWS AVAILABLE (JAN 2006) ....................................................................................................... 14
2.1.13 DISCLOSURE OF CONFLICTS OF INTEREST OR UNFAIR COMPETITIVE ADVANTAGE (JUL 2023) .... 14
2.1.14 DEADLINE FOR SUBMISSION OF OFFER (JAN 2004) ................................................................................. 14
2.1.15 DRUG FREE WORKPLACE CERTIFICATION (JAN 2004) ............................................................................. 14
2.1.16 DUTY TO INQUIRE (FEB 2015) ....................................................................................................................... 15
2.1.17 ETHICS CERTIFICATE (MAY 2008) ................................................................................................................. 15
2.1.18 OMIT TAXES FROM PRICE (JAN 2004) .......................................................................................................... 15
2.1.19 OPEN TRADE REPRESENTATION (JUN 2015) ............................................................................................... 15
2.1.20 PRICING (MAR 2024) ........................................................................................................................................ 15
2.1.21 PROTESTS (MAY 2024) ..................................................................................................................................... 16
2.1.22 PROHIBITED COMMUNICATIONS AND DONATIONS (FEB 2015) ............................................................. 16
2.1.23 PUBLIC OPENING (JAN 2004)......................................................................................................................... 16
2.1.24 QUESTIONS FROM OFFERORS (MODIFIED) ............................................................................................... 16
2.1.25 REJECTION/CANCELLATION (JAN 2004) ...................................................................................................... 17
2.1.26 RESPONSIVENESS (MAR 2024) ....................................................................................................................... 17
2.1.27 SIGNING YOUR OFFER (JAN 2004) ................................................................................................................ 17
2.1.28 STATE OFFICE CLOSINGS (JAN 2004) ........................................................................................................... 17
2.1.29 DISCLOSURE OF YOUR BID / PROPOSAL & SUBMITTING CONFIDENTIAL DATA (FEB 2021)............. 17
2.1.30 SUBMITTING A PAPER OFFER OR MODIFICATION (MAR 2015) ............................................................... 18
2.1.31 VENDOR REGISTRATION MANDATORY (MAY 2024) ................................................................................... 19
2.1.32 WITHDRAWAL OR CORRECTION OF OFFER (JAN 2004) ............................................................................ 19
2.1.33 MULTIPLE OFFERS (MAR 2024) ..................................................................................................................... 19
2.2 INSTRUCTIONS TO OFFERORS – B. SPECIAL INSTRUCTIONS ........................................................................ 20
2.2.1 CONFERENCE – PRE-BID/PROPOSAL (MODIFIED)...................................................................................... 20
2.2.2 CONTENTS OF OFFER (RFP) (MODIFIED) ..................................................................................................... 20
2.2.3 ELECTRONIC COPIES - REQUIRED MEDIA AND FORMAT (MODIFIED) ................................................... 20
2.2.4 ON-LINE BIDDING INSTRUCTIONS (MAR 2015) ............................................................................................ 21
2.2.5 OPENING PROPOSALS - INFORMATION NOT DIVULGED (FEB 2015) ....................................................... 21
2.2.6 DEMONSTRATION (MODIFIED) ....................................................................................................................... 21
2.2.7 DEMONSTRATION SCRIPT (MODIFIED) ......................................................................................................... 22
2.2.8 PROTEST - CPO - ITMO ADDRESS (MODIFIED) ............................................................................................ 22
Page 4 of 95
2.2.9 EXTERNAL CONTENT PROHIBITED ................................................................................................................ 22
3 SCOPE OF WORK/SPECIFICATIONS ........................................................................................................................ 23
3.1 NARRATIVE OF PROJECT OBJECTIVES, SCOPE, AND APPROACH ................................................................ 23
3.2 SOLUTION ENVIRONMENT .................................................................................................................................... 25
3.2.1 Existing Environment or “Current State” ............................................................................................................ 25
3.2.2 Planned Environment or “Desired Future State” ................................................................................................ 25
3.3 EXPLANATION OF CONTRACTOR AND SCDHHS ROLES AND RESPONSIBILITIES .................................... 27
3.3.1 PROJECT MANAGMENT .................................................................................................................................... 27
3.3.2 CONSOLIDATED DELIVERABLES MANAGEMENT LIST (CDML) ................................................................. 30
3.3.3 CONTRACTOR STAFFING AND KEY PERSONNEL ......................................................................................... 30
3.3.4 PROJECT METHODOLOGIES AND PHASE GATES ........................................................................................ 32
3.3.5 Project Environments ........................................................................................................................................... 37
3.3.6 INVOICING AND PAYMENT .............................................................................................................................. 37
3.3.7 IV&V ..................................................................................................................................................................... 38
3.3.8 SERVICE LEVEL AGREEMENTS (SLAs) ............................................................................................................ 38
3.3.9 SECURITY AND PRIVACY .................................................................................................................................. 38
3.3.10 Modification Pool ............................................................................................................................................... 41
4 INFORMATION FOR OFFERORS TO SUBMIT ........................................................................................................ 42
4.1 INFORMATION FOR OFFERORS TO SUBMIT – EVALUATION ......................................................................... 42
4.1.1 Administrative Submission Requirements ............................................................................................................. 42
4.1.2 Proposal Structure ................................................................................................................................................ 42
4.1.3 Section by Section Instructions ............................................................................................................................. 42
4.2 INFORMATION FOR OFFERORS TO SUBMIT -- GENERAL (MAR 2015)........................................................... 54
4.3 SERVICE PROVIDER SECURITY ASSESSMENT QUESTIONNAIRE - REQUIRED (APR 2024) (ATTM 022(A))
54
5 QUALIFICATIONS .......................................................................................................................................................... 56
5.1 QUALIFICATIONS OF OFFEROR (MAR 2015) ....................................................................................................... 56
5.2 QUALIFICATIONS – SPECIAL STANDARDS OF RESPONSIBILITY (MODIFIED) ........................................... 56
5.3 QUALIFICATIONS – REQUIRED INFORMATION ................................................................................................ 56
5.4 CURRENT VENDORS’ STAFF INVOLVEMENT IN PROPOSALS........................................................................ 57
5.5 SUBCONTRACTOR -- IDENTIFICATION (FEB 2015)............................................................................................ 57
6 AWARD CRITERIA ........................................................................................................................................................ 58
6.1 AWARD CRITERIA -- PROPOSALS (JAN 2006) ..................................................................................................... 58
6.2 AWARD TO ONE OFFEROR (JAN 2006) ................................................................................................................. 58
6.3 COMPETITION FROM PUBLIC ENTITIES (JAN 2006) .......................................................................................... 58
6.4 DISCUSSIONS AND NEGOTIATIONS - OPTIONAL (FEB 2015) .......................................................................... 58
6.5 EVALUATION FACTORS – PROPOSALS (MODIFIED) ........................................................................................ 58
6.5.1 Technical Proposal evaluation factors ................................................................................................................. 59
6.5.2 Price Proposal Evaluation Factors ...................................................................................................................... 60
6.5.3 EVALUATION PROCESS AND SCORING .......................................................................................................... 60
7 TERMS AND CONDITIONS .......................................................................................................................................... 62
7.1 TERMS AND CONDITIONS – A. GENERAL ........................................................................................................... 62
7.1.1 ASSIGNMENT, NOVATION, AND CHANGE OF NAME, IDENTITY, OR STRUCTURE (FEB 2015) ............... 62
7.1.2 BANKRUPTCY - GENERAL (FEB 2015)............................................................................................................. 62
7.1.3 CHOICE-OF-LAW (JAN 2006) ............................................................................................................................ 62
7.1.4 CONTRACT AWARDED PURSUANT TO CODE (MAR 2024) ........................................................................... 62
7.1.5 CONTRACT DOCUMENTS and ORDER OF PRECEDENCE (MAY 2024) ....................................................... 62
7.1.6 DISCOUNT FOR PROMPT PAYMENT (JAN 2006) ........................................................................................... 63
7.1.7 DISPUTES (MAY 2024) ....................................................................................................................................... 63
Page 5 of 95
7.1.8 EFT INFORMATION (APR 2024) ........................................................................................................................ 63
7.1.9 EQUAL OPPORTUNITY (JAN 2006) .................................................................................................................. 64
7.1.10 FALSE CLAIMS (JAN 2006) .............................................................................................................................. 64
7.1.11 FIXED PRICING REQUIRED (JAN 2006) ........................................................................................................ 64
7.1.12 NO INDEMNITY OR DEFENSE (FEB 2015) .................................................................................................... 64
7.1.13 NOTICE (May 2024) .......................................................................................................................................... 64
7.1.14 ORGANIZATIONAL CONFLICT OF INTEREST (JUL 2023) ........................................................................... 64
7.1.15 OPEN TRADE (JUN 2015) ................................................................................................................................ 65
7.1.16 PAYMENT and INTEREST (FEB 2021) ............................................................................................................. 65
7.1.17 PUBLICITY (JAN 2006) ..................................................................................................................................... 65
7.1.18 PURCHASE ORDERS (JAN 2006) ..................................................................................................................... 65
7.1.19 SURVIVAL OF OBLIGATIONS (JAN 2006) ...................................................................................................... 66
7.1.20 TAXES (JAN 2006) ............................................................................................................................................. 66
7.1.21 TERMINATION DUE TO UNAVAILABILITY OF FUNDS (JAN 2006) ............................................................ 66
7.1.22 THIRD PARTY BENEFICIARY (JAN 2006) ....................................................................................................... 66
7.1.23 WAIVER (JAN 2006) .......................................................................................................................................... 66
7.2 TERMS AND CONDITIONS – B. SPECIAL .............................................................................................................. 67
7.2.1 BANKRUPTCY - GOVERNMENT INFORMATION (FEB 2015) ........................................................................ 67
7.2.2 CHANGES (JAN 2006) ......................................................................................................................................... 67
7.2.3 COMPLIANCE WITH LAWS (MODIFIED) ........................................................................................................ 68
7.2.4 CONTRACT LIMITATIONS (JAN 2006) .............................................................................................................. 68
7.2.5 CONTRACTOR'S LIABILITY INSURANCE - GENERAL (MODIFIED) ............................................................. 68
7.2.6 CONTRACTOR'S LIABILITY INSURANCE - INFORMATION SECURITY AND PRIVACY (MODIFIED) ....... 69
7.2.7 CONTRACTOR PERSONNEL (JAN 2006) .......................................................................................................... 70
7.2.8 CONTRACTOR'S OBLIGATION -- GENERAL (JAN 2006) ................................................................................ 71
7.2.9 CONTRACTOR'S USE OF STATE PROPERTY (JAN 2006) ............................................................................... 71
7.2.10 DEFAULT (JAN 2006) ....................................................................................................................................... 71
7.2.11 ILLEGAL IMMIGRATION (NOV 2008) ............................................................................................................. 72
7.2.12 INDEMNIFICATION-THIRD PARTY CLAIMS - GENERAL (NOV 2011) ........................................................ 72
7.2.13 INDEMNIFICATION - THIRD PARTY CLAIMS - DISCLOSURE OF INFORMATION (FEB 2015) ............... 73
7.2.14 INDEMNIFICATION-INTELLECTUAL PROPERTY (JAN 2006) ..................................................................... 73
7.2.15 INFORMATION SECURITY - DEFINITIONS (FEB 2015) ............................................................................... 74
7.2.16 INFORMATION SECURITY - SAFEGUARDING REQUIREMENTS (FEB 2015)............................................ 75
7.2.17 INFORMATION SECURITY - LOCATION OF DATA (FEB 2015) ................................................................... 76
7.2.18 INFORMATION USE AND DISCLOSURE (FEB 2015) .................................................................................... 76
7.2.19 INFORMATION USE AND DISCLOSURE – STANDARDS (MODIFIED) ....................................................... 77
7.2.20 LICENSES AND PERMITS (JAN 2006) ............................................................................................................. 78
7.2.21 MATERIAL AND WORKMANSHIP (JAN 2006) ................................................................................................ 78
7.2.22 OFFSHORE CONTRACTING PROHIBITED (FEB 2015) ................................................................................ 78
7.2.23 OWNERSHIP OF DATA and MATERIALS (JAN 2006)..................................................................................... 78
7.2.24 PRICE ADJUSTMENTS (JAN 2006) .................................................................................................................. 78
7.2.25 PRICE ADJUSTMENT - LIMITED BY CIP “OTHER GOODS & SERVICES” (JAN 2006) ............................ 79
7.2.26 PRICING DATA -- AUDIT -- INSPECTION (JAN 2006) ................................................................................... 79
7.2.27 RELATIONSHIP OF THE PARTIES (JAN 2006)............................................................................................... 79
7.2.28 RESTRICTIONS ON PRESENTING TERMS OF USE OR OFFERING ADDITIONAL SERVICES (FEB 2015)
79
7.2.29 SERVICE PROVIDER SECURITY REPRESENTATION (FEB 2015) ............................................................... 80
7.2.30 SOFTWARE LICENSING AGREEMENTS-SINGLE SOLICITATION (FEB 2015) ........................................... 80
7.2.31 TERM OF CONTRACT – EFFECTIVE DATE / INITIAL CONTRACT PERIOD (JAN 2006) .......................... 81
7.2.32 TERM OF CONTRACT -- OPTION TO RENEW (FEB 2021) ........................................................................... 82
7.2.33 TERMINATION FOR CONVENIENCE (JAN 2006) .......................................................................................... 82
7.3 MISCELLANEOUS TERMS – C. CONDITIONS/REQUIREMENTS ...................................................................... 84
7.3.1 HIPAA COMPLIANCE/CONFIDENTIALITY (SCDHHS) ................................................................................... 84
7.3.2 SAFEGUARDING INFORMATION (SCDHHS) .................................................................................................. 84
7.3.3 LAWSUIT NOTIFICATION AND COOPERATION (SCDHHS) .......................................................................... 84
Page 6 of 95
7.3.4 DEBARMENT NON-PROCUREMENT/SCREENING REQUIREMENTS (SCDHHS) ........................................ 84
7.3.5 NON-DISCLOSURE (SCDHHS) .......................................................................................................................... 85
7.3.6 RESTRICTIONS FOR LOBBYING (SCDHHS) .................................................................................................... 85
7.3.7 SAFETY PRECAUTIONS (SCDHHS) .................................................................................................................. 85
7.3.8 USE AND OWNERSHIP OF INFORMATION AND DOCUMENTATION (SCDHHS) ....................................... 85
7.3.9 OWNERSHIP OF DATA (SCDHHS) .................................................................................................................... 86
7.3.10 NO CONTRACTOR UTILIZATION OF WORKERS OUTSIDE OF THE UNITED STATES (SCDHHS).......... 87
7.3.11 APPLICABLE LAWS AND REGULATIONS (SCDHHS) ................................................................................... 87
8 BIDDING SCHEDULE / PRICE PROPOSAL .............................................................................................................. 90
8.1 PRICE PROPOSAL (JAN 2006) .................................................................................................................................. 90
8.1.1 Price Proposal Instructions .................................................................................................................................. 90
8.1.2 Price Proposal Section E – Pricing Tables .......................................................................................................... 90
8.1.3 Pricing Table Background .................................................................................................................................... 90
8.1.4 Prices and Costs ................................................................................................................................................... 91
8.1.5 Pricing Table Instructions .................................................................................................................................... 91
9 ATTACHMENTS TO SOLICITATION ........................................................................................................................ 94
9.1 ATTACHMENTS LIST [09-9002-1] ........................................................................................................................... 94
9.2 PROCUREMENT LIBRARY LIST............................................................................................................................. 95
Page 7 of 95
1 SCOPE OF SOLICITATION
IMPORTANT NOTICE: IF THE TERMS AND CONDITIONS HEREIN ARE OBJECTED TO, QUALIFIED,
OR SUPPLEMENTED IN YOUR OFFER, YOUR OFFER MAY BE DETERMINED NON-RESPONSIVE
AND NOT CONSIDERED FURTHER. See “Responsiveness” provision in Section IIA, SC Code of Laws §11-
35-1520(13), and SC Code of Regulations Chapter 19-445.2070.
1.1 ACQUIRE SOLUTION AND SERVICES
PLEASE NOTE: Section 1, SCOPE OF SOLICITATION, is for information only. It contains background
information, not requirements that necessitate a response.
Supporting the Medicaid Clinical Data Exchange (MCDE) solution selection and implementation, the South
Carolina Department of Health and Human Services (SCDHHS) intends to:
• Acquire a technology solution to capture and sort admission, discharge, and transfer (ADT) events with
defined patient information of Beneficiaries from acute care inpatient hospitals and other licensed
facilities such as Emergency Departments, Mental Health Facilities, Psychiatric Residential Treatment
Facilities, Community Residential Care Facilities, Institutional Long-Term Care (LTC) Facilities /
Nursing Facilities (NFs), Intermediate Care Facilities (ICFs), and Hospital Swing Beds. The technology
solution will then create event notifications to be shared with Contracted Managed Care Organizations
(MCOs) and SCDHHS. There are currently five (5) MCOs. The purpose of ADT event data is to improve
Beneficiary health outcomes by quickly notifying the MCO and SCDHHS when a Beneficiary leaves a
healthcare setting, thus enabling faster care coordination, and closing Healthcare Effectiveness Data and
Information Set (HEDIS) care gaps.
• Acquire a technology solution to capture Bed Status and available capacity in near real time from
providers such as Community Residential Care Facilities, LTC Facilities / NFs, and ICFs, and transfer the
Bed Status information to SCDHHS and to South Carolina Department of Public Health (SCDPH). No
patient specific information will be transferred.
• Acquire the Services of an implementation vendor to onboard facilities, troubleshoot issues with
onboarding and facility capacity to send ADT events, and deploy the technology solution supporting the
MCDE requirements.
1.2 MAXIMUM CONTRACT PERIOD – ESTIMATED (MODIFIED)
Start date: 03/05/2027 End date: 03/04/2034. This includes a four (4) year base term plus three (3) one (1) year
optional renewals. SCDHHS estimates a one (1) year implementation period and a six (6) year Operations &
Maintenance (O&M) period if all optional renewals were exercised. Dates provided are estimates only. Any
resulting Contract will begin on the date specified in the notice of award. See clause entitled "Term of Contract –
Effective Date / Initial Contract Period."
1.3 PROGRAM BACKGROUND AND VISION
1.3.1 BACKGROUND
SCDHHS is a cabinet agency of the South Carolina Governor’s Office and serves as the single State agency to
administer the South Carolina Medicaid program. Medicaid is a joint federal and State medical assistance
program that helps cover health care costs for populations with limited income, resources, and/or specified medical
needs which, when combined, qualify them for the service in varying capacities.
Page 8 of 95
The Medicaid program is administered by states using State appropriated funds and federal matching funds within
the provisions of Title XIX and Title XXI of the Social Security Act as amended. The comprehensive written
commitment by SCDHHS, submitted under section 1902(a) of the Social Security Act, to administer or supervise
the administration of the Medicaid Program in accordance with federal requirements is the
South Carolina State Plan for Medical Assistance (State Plan).
SCDHHS' strategic plan includes three straightforward goals that the agency will strive to accomplish as a team,
published online at https://www.scdhhs.gov/about/strategic-plan. Those goals are:
• Member Experience: Provide a responsive member experience.
• Services: Purchase access to needed health services.
• Operations: Properly align resources to enable success.
SCDHHS has a need to capture Beneficiary events from healthcare facilities and providers. The goal is to improve
Beneficiary health outcomes, improve timeliness of care coordination, and create a near real-time, transparent
view of Beneficiaries’ healthcare related events and diagnoses. The MCDE must allow for patient-authorized
transfers of healthcare data to SCDHHS, and other approved MCOs. The MCDE must also allow for
comprehensive Bed tracking of facilities.
1.4 SCDHHS ORGANIZATION
Figure 1: SCDHHS Organizational Chart, shows the current project organization chart, including Medicaid
Enterprise Systems (MES) Modernization Program Leadership. This organization chart is accurate at the time of
the release of this Solicitation. SCDHHS makes no assurances that the staff identified in the chart below or the
organization structure will be as presented throughout the term of the Contract.
Figure 1: SCDHHS Organization Chart
SCDHHS Director
The Director is a cabinet-level official appointed by the Governor and serves as the State Medicaid Director.
Chief Information Officer (CIO)
The CIO serves as the Deputy Director of Systems and Technology and provides oversight to ensure the accuracy
of SCDHHS programmatic specific needs related to technology.
Deputy Director of Programs
Page 9 of 95
The Deputy Director of Programs provides oversight to ensure the accuracy of SCDHHS needs as related to the
health programs.
Bureau Chief of Medicaid Cloud Based Systems
The Bureau Chief serves as the manager of the SCDHHS MES Core and will ensure notifications are ingested by
SCDHHS.
DASH Program Manager
DASH (Delivery of Automated Systems for Healthcare) Program Manager manages MCDE vendor through the
design, development, and deployment activities to ensure the contractual requirements are met.
Bureau Chief of Quality
The Bureau Chief provides oversight to ensure quality program requirements are met.
Bureau Chief of Managed Care
The Bureau Chief provides oversight to ensure managed care program requirements are met.
1.5 MEDICAID CLINICAL DATA EXCHANGE (MCDE) ARCHITECTURE
The MCDE solution is the event notification hub between Contributors such as providers' Electronic Health
Records/Electronic Medical Records (EHRs/EMRs) and subscribing systems such as SCDHHS, MCOs, and
SCDPH. Recorded events from Contributors are propagated to subscribing systems in near real-time via industry-
accepted messaging standards. The solution will receive ADT events and transfer them to appropriate subscribing
systems. SCDHHS will leverage internal systems to receive the notifications, enabling reporting and analytics
capabilities for SCDHHS personnel.
This solution provides SCDHHS with a modern data transfer focused on ADT events and clinical data that is an
integrated component of its loosely coupled enterprise systems.
Page 10 of 95
2 INSTRUCTIONS TO OFFERORS
2.1 INSTRUCTIONS TO OFFERORS – A. GENERAL INSTRUCTIONS
2.1.1 DEFINITIONS, CAPITALIZATION, AND HEADINGS (MAY 2024)
CLAUSE HEADINGS USED IN THIS SOLICITATION ARE FOR CONVENIENCE ONLY AND WILL NOT
BE USED TO CONSTRUE MEANING OR INTENT. EVEN IF NOT CAPITALIZED, THE FOLLOWING
DEFINITIONS APPLY TO ALL PARTS OF THE SOLICITATION, UNLESS EXPRESSLY PROVIDED
OTHERWISE.
AMENDMENT means a document issued to supplement the original solicitation document.
AUTHORITY means the State Fiscal Accountability Authority or its successor in interest.
BUSINESS means any corporation, partnership, individual, sole proprietorship, joint stock company, joint
venture, or any other legal entity. [11-35-310(3)]
CHANGE ORDER means any written alteration in specifications, delivery point, rate of delivery, period of
performance, price, quantity, or other provisions of any Contract accomplished by mutual agreement of the parties
to the Contract. [11-35-310(45)]
CONTRACT See clause entitled Contract Documents & Order of Precedence.
CONTRACT MODIFICATION means a written order signed by the Procurement Officer, directing the
Contractor to make Changes which the clause of the Contract titled "Changes," if included herein, authorizes the
Procurement Officer to order without the consent of the Contractor. [11-35-310(9)]
CONTRACTOR means the Offeror receiving an award as a result of this solicitation.
COVER PAGE means the top page of the original solicitation on which the solicitation is identified by number.
Offerors are cautioned that Amendments may modify information provided on the Cover Page.
OFFER means the bid or proposal submitted in response to this solicitation. The terms Bid and Proposal are used
interchangeably with the term Offer.
OFFEROR means the single legal entity submitting the Offer. The term Bidder is used interchangeably with the
term Offeror. See bidding provisions entitled Signing Your Offer and Bid/Proposal as Offer to Contract.
PAGE TWO means the second page of the original solicitation, which is labeled Page Two.
PROCUREMENT OFFICER means the person, or his successor, identified as such on either the Cover Page, an
Amendment, or an award notice.
YOU and YOUR means Offeror.
SOLICITATION means this document, including all its parts, attachments, and any Amendments.
STATE means the Using Governmental Unit(s) identified on the Cover Page.
SUBCONTRACTOR means any person or entity You Contract with to perform or provide any part of the Work.
US or WE mean the using governmental unit.
USING GOVERNMENTAL UNIT means the unit(s) of government identified as such on the Cover Page. If the
Cover Page identifies the Using Governmental Unit as "Statewide Contract," either optional or mandatory, the
phrase "Using Governmental Unit" means any South Carolina Public Procurement Unit [11-35-4610(5)] that has
submitted a Purchase Order to You pursuant to the Contract resulting from this solicitation. Reference the clauses
titled "Purchase Orders" and "Statewide Contract."
Page 11 of 95
WORK means all labor, materials, equipment, Services, or property of any type, provided or to be provided by
the Contractor to fulfill the Contractor's obligations under the Contract. [02-2A003-4]
2.1.2 ADDITIONAL DEFINITIONS (SCDHHS)
BED means one (1) of the total number of Beds for which a facility is approved for patient care by the State in
which the facility provides services.
BED STATUS means the occupancy status of a Bed in the facility regardless of staffing capacity to fill the Bed.
BENEFICIARY(IES) means a qualified, enrolled recipient of Medicaid benefits.
CMS means Centers for Medicare and Medicaid Services.
CONTRACTED MANAGED CARE ORGANIZATION (MCO) means an entity with a comprehensive risk
Contract with SCDHHS, operating in accordance with 42 CFR 438 to deliver, arrange, pay for, or provide services
to Beneficiaries.
CONTRIBUTOR means the originating system or entity from which an event notification is generated and
transmitted to the MCDE system to be routed. This may include provider EHRs, EMRs, or other upstream systems.
DEFECT means any aspect of performance that does not meet the requirements. A Defect is logged when actual
results do not match expected results during testing. Defects may also be referred to as Bugs.
DELIVERABLE(S) means those items identified in the Contract to be delivered by the Contractor to SCDHHS
including, without limitation, the acquired items, hardware, Services, softw
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Health and Human SvcsIssuing agency·Columbia, SC·via a public procurement portal