11266-0 1st QA.pdf
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- Attached to
- RFP ODDS Stipends
- Solicitation number
- S-10000-00011266
- Issued by
- Oregon
About this file
This document is a 1st Q&A related to a Request for Proposal (RFP) issued by the Oregon Department of Human Services, Office of Developmental Disabilities Services (ODDS) for the purchase and distribution of stored value cards as compensation and incentives for individual and family member participation in ODDS events throughout the state. The RFP, titled "RFP ODDS Stipends" with Bid #S-10000-00011266, has an initial contract term of two years with options to renew up to a maximum of 5 years. Proposals are due on October 18, 2024, and the award notification is expected within 30 days of the opening. ODDS is seeking a vendor to develop a process for requesting stipends, reviewing and tracking eligible participants, purchasing and distributing the stored value cards, and maintaining detailed records of the recipients. The program is relatively new, and ODDS does not have a full year of data to estimate the number of participants, but has seen volumes ranging from 9 to 38 gift cards distributed in a month.
The procurement is an Intermediate Procurement through OregonBuys, and the state has emphasized the requirement for certified minority-owned, woman-owned, service-disabled veteran-owned, and emerging small businesses to have an equal opportunity to participate. Proposers must submit a Certified Disadvantaged Business Outreach Plan describing their steps to solicit these certified firms for subcontracting opportunities. The state has not provided any information on incumbent vendors or current contract values, but the procurement documents indicate a maximum, not-to-exceed compensation amount for the contract, which will be determined through negotiations between the successful proposer and ODDS.
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Text version
1st Q&A - S-10000-00011266
1. Is ODDS looking for a system that distributes virtual or physical gift cards or both?
a. Both – it will depend on the preference and access options of the persons receiving the cards.
2. How many gift cards does the department expect to distribute monthly/yearly?
a. It varies. Last month there were 38 (our highest number in one month to date) and this month there were 9 gift cards requested.
3. Will communications be made via a representative or direct to clients?
a. The gift cards are mailed directly to clients in most cases.
4. What contact information can be collected from clients and via which channels will the contractor be able to communicate with clients (phone, email, mail), or if at all?
a. In order to respect people’s privacy and earn their trust, we collect the minimum contact information and only an email address is required. ODDS typically follows up with the recipient if there is a returned card or undeliverable address. It’s a rare occurrence.
5. Will the contractor be representing ODDS In name in these communications?
a. Cards will be mailed using the contractor’s email or mailing address.
6. Is there a monthly or annual budget for this project?
a. Successful proposer and ODDS will agree on a capped not-to-exceed amount for the entire term of the contract, but contractor will be expected to submit monthly invoices against this total.
7. Will the State expand the Sample Contract provisions open for negotiation to include the following (in addition to those mentioned in the original RFP) 1) Indemnity; 2) Limitation of Liability; 3) Warranty; 4) Confidentiality and confidential information; 5) Time is of the essence; 6) Work Product and Intellectual property generally; 7) Termination for convenience; 8) Insurance; 9) Audit and records maintenance?
a. Proposers may submit redlines to the sample contract suggesting amended language, but many of the terms referenced are set templated language from the Oregon Department of Justice that are necessary for ODDS to comply with statute.
8. Approximately how many participants does ODDS anticipate distributing Stored Value Cards to in a given year?
a. The program is fairly new so we don’t have a years’ worth of data to average. Our largest month so far has been 38 gift cards and some months we have fewer than
10. We expect the numbers to grow as the program catches on, but we do not have those numbers.
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