OTIS RATES REVIEW &COST RECOVERY SUPPORT

The contract solicitation for OTIS RATES REVIEW & COST RECOVERY SUPPORT, issued by the South Carolina Department of Administration under solicitation number 5400029451, seeks a vendor to annually evaluate, revise, maintain, and support the Office of Technology and Information Services’ cost recovery model for state IT services. The work spans five years with an initial three-year term and two one-year optional renewals, automatically renewing unless terminated with 30 days’ notice. Key deliverables include the FY 2026-2027 rate calculation with supporting documents, determination of material rate changes, a comprehensive turnover package with editable models and training materials, knowledge transfer confirmation, and ongoing recommendations for process improvement. The contractor must ensure all methods and reporting withstand government audit and executive review. All work is performed within the continental United States with strict prohibitions against offshore data processing, storage, transmission, or access. Data is fully owned by the State, and security compliance must adhere to NIST 800-53 Rev. 5, IRS Publication 1075, FBI CJIS, CMS standards, and FERPA. Proposals must be submitted in two separate documents—an unpriced Technical Proposal and a standalone Price Proposal—uploaded online by July 14, 2026, via the South Carolina procurement portal. Evaluation will be based on four weighted factors in order of importance: Technical Approach, Price, Qualifications and Experience, and a live Phase II Demonstration, with award going to the highest-ranking, most advantageous offeror. Pricing is structured as a fixed fee per deliverable, covering all labor, project management, travel, and associated costs, with any rate increases capped at 3%. Payment will be made via electronic funds transfer upon acceptance of deliverables, using the South Carolina Enterprise Information System for invoicing, with no payment allowed on partial deliveries. Contractors must provide a Certificate of Current Cost or Pricing Data, complete the Service Provider Security Assessment Questionnaire, hold insurance policies with the State and its agencies as additional insureds, and enforce strict employee vetting and conduct standards, including potential fingerprint-based background checks. Compliance with the Illegal Immigration clause and indemnification for intellectual property is required, and all subcontractors must be bound by the same data safeguarding obligations. The contract is governed by South Carolina law, and the contractor must ensure all government information is protected at rest, in transit, and during backups through encryption and strict access controls.