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BRFP2603/ IPRO RFP1461 Idaho Tobacco Project Support and Enforcement
| Question |
| RFP Section |
| RFP Page |
| Question |
| Response |
| 1. |
| 4 Proposal Format |
| 5 |
| Please describe any font, line spacing, margin, or other formatting requirements as well as to which elements of the proposal they apply (e.g., running text versus figures, tables, other graphic elements). |
| There are no formatting requirements for a technical response other than what is defined in Section 4 of the RFP document. |
| 2. |
| 4 Proposal Format |
| 5 |
| May proposers include examples of related work (e.g., via graphics and links to outside sources such as state websites maintained by proposers) where they provide substantive information that correlates to proposal narrative and RFP scope of work? |
| No, outside links are not allowed as the proposals are evaluated on what is written and evaluators are told not to google or do any outside checking. |
| 3. |
| 4 Proposal Format |
| 5 |
| Please describe any page limits to the proposal. |
| There are no page limits to a vendor’s technical proposal response. However, please note that the Department is not interested in canned marketing language and desires proposals that are tailored to address the needs of the State of Idaho, our specific requirements, and clear, detailed responses. |
| 4. |
| 4 Proposal Format |
| 5 |
| RFP instructions say: “Proposals shall follow the numerical order of this RFP starting at the beginning and continuing through the end of the RFP. Proposal Sections and subsections must be identified with the corresponding numbers and headings used in this RFP. Respond to RFP Sections marked with an evaluation code. In your response, restate the RFP Section and follow with your response.” However, there are some prompts in the RFP that are not accompanied by an evaluation code but appear to require answers, such as 8.3 Subcontractors. Please clarify whether all prompts should be answered or only those which include an evaluation code. |
| Yes, all requirements marked with evaluation codes should/must be responded to. As noted in the RFP document, section 8.2 is evaluated and below 8.3.6 is a note that states: The information provided for subcontractors, if any, will be evaluated as part of the Key Personnel and Qualifications section 8.2 above. Therefore, section 8.3 should be responded to as part of section 8.2 which is evaluated. |
| 5. |
| 4 Proposal Format |
| 5 |
| Please clarify whether this instruction “restate the RFP Section and follow with your response” means all text in the section should be included or whether only the section and subsection headings should be included in the proposal. |
| The intent of the instruction is to make it clear to the evaluators what the vendor is responding to. The best way to ensure your response is clear is to restate the requirement and then directly below the requirement, provide your response. |
| 6. | |
| 7.2 Experience, Scope of Work | |
| 11-15 | |
| RFP Instructions say, “Describe in detail your knowledge and experience in providing services similar to those required in this RFP. Specifically, your response should indicate experience in: 7.2.1 Employee management of adult and minor inspections; 7.2.2 | Customer service (e.g., answering retailer questions); and 7.2.3 Data management and data entry.” However, the scope of required work outlined in the RFP is broader than these three items and includes things such as maintaining two websites, (one for permitting and one for training and education) and creating and managing a monthly newsletter. Should proposers also describe their knowledge and experience in creating and managing websites, training systems, and communications materials? |
| No, proposers need to respond to the requirements in section 7 which will be evaluated separately from the sections requiring a response in section 9. | |
| 7. |
| 9.III Website Management |
| 12 |
| Will the two current ITP websites be transferred in part or in whole to the management of the contractor selected from this procurement? |
| At this time, the management (updating, maintaining and website functionality changes) would remain with the Department. |
| 8. |
| 9.III.(E) Website Management |
| 12-13 |
| The RFP indicates the contractor must maintain and update the two websites. |
1. Who is responsible for hosting the websites, the state or contractor? If the contractor, can you confirm both websites were built on ASP.net platforms and if not, what platforms were used?
If the state hosts both websites, and a Disaster Recovery Plan is required can you elaborate what details you would like in the plan since the state hosts the sites?
The Department will be hosting the ITP Data and Permitting website while the Contractor must enter and maintain the data within it.
The Contractor must be responsible for developing, maintaining and managing the Education and Training site.
The Department is responsible for hosting the ITP Permitting and Data website. The Contractor must be responsible for the hosting of the ITP Education and Training website.
The Department cannot confirm the platform that was used for the ITP Education and Training website. This is not information that the Department has.
See the amended RFP which will be updated and corrected to reflect the differences between these two (2) websites better.
The Disaster Recovery Plan in this instance would only be in relation to the Education and Training Site as this one (1) would be hosted by the Contractor and not the Department.
| 9. |
| 9.III.B |
| 13 |
| Describe any intended changes to the Department’s current hosting that currently supports the permitting, enforcement, and reporting functions. |
| No changes are planned at this time. |
| 10. |
| 9.III.B.5; 9.XII.A |
| 13, 24 |
| Section 9.III.B.5 requires the Contractor to make “minor platform updates and customized changes to the websites, as requested by the Department.” Will requests for additional services related to the website beyond minor changes be addressed under Section 9.XII.A. |
| Yes, if the Department needs the Contractor to make minor platform updates and customized changes to the website, they would be addressed through section 9.XII of the Contract. |
| 11. |
| 9.III.B.5; 9.XII.A; Appendix C, 4.3.8, 4.7.1–4.7.2 |
| 13, 24, 39–40 |
| Should the Department require changes to the existing capabilities or protections of the Department-provided websites—for example, changes relating to accessibility, security, or encryption—that extend beyond the maintenance and minor platform updates described in Section 9.III.B, please confirm that such work would addressed under Section 9.XII.A. |
| Yes, if the Department requires changes to the existing capabilities or protections of the Department-provided websites, then section 9.XII of the SOW would be enacted. |
| 12. |
| 9.III.A–C; 9.XII.A |
| 12–14, 24 |
| Should the Department direct a change to the website platform or hosting environment during the Contract term will associated data migration and transition assistance not otherwise described in the Scope of Work be addressed under Section 9.XII.A. |
| Yes, any services related to a change to the website platform or hosting environment during the Contract term associated to data migration and transition assistance not otherwise described in the SOW would be addressed under SOW section 9.XII of the Contract. |
| 13. |
| 9.III.C.2-3. ITP Permitting and Data Website |
| 14 |
| Are the requirements cited in parts 2 and 3 currently functioning within the ITP Permitting and Data Collection website, or do they need to be developed? |
| The ITP Data Collection website is currently in a maintenance phase for changes and updates. These functions are built into the site and will be available at the time of Contract go-live. |
| 14. |
| 9.III.D.2. ITP Training and Education Website |
| 15 |
| Can you describe how often and what types of training and educational materials may be requested for printing and mailing. |
| At this time neither educational or training materials are being routinely printed nor mailed, however vendors must be prepared to meet the need for printed and mailed material should it arise in the future. |
| 15. |
| 9.III.D.3 |
| 15 |
| Are all of the requirements cited in part D.3 (e.g., quiz, simulations) currently functioning within the ITP Training and Education website, or do they need to be developed? |
| This would need to be developed by the Contractor and would not occur under SOW section 9.XII.A but as part of the Training and Education website management, |
| 16. |
| 9.III.D.3.b–c; 9.XII.A |
| 15, 24 |
| The quiz and tobacco purchase simulations from the preventthesale.com/idaho website are no longer available. Does the Department intend to add these features to the site? If yes, would this be addressed under Section 9.XII.A? |
| This would need to be developed by the Contractor and would not occur under SOW section 9.XII.A but as part of the Training and Education website management |
| 17. |
| 9.IV.A. Enforcement Inspections |
| 15 |
| With all retailers required to be inspected annually what is the most recent Original Sample Size used to meet SAMHSA sampling guidelines? |
| Idaho’s sample size is 960 interviews. |
| 18. |
| 9.IV.A.c. Enforcement Inspections |
| 15 |
| How many additional inspections are requested annually? |
| Per Idaho Statute, Title 39, Chapter 57: |
(3) The department shall conduct at least one (1) random, unannounced inspection per year at all locations where tobacco products or electronic smoking devices are sold or distributed at retail to ensure compliance with this chapter. The department shall conduct inspections for minor-exempt permittees without the assistance of a minor. The department shall conduct inspections for all other permittees with the assistance of a minor. Each year, the department shall conduct random, unannounced inspections equal to the number of permittees on the last day of the calendar year multiplied by the violation percentage rate reported for the previous year multiplied by a factor of ten (10). In no instance will the number of inspections exceed twice the number of permittees. Local law enforcement agencies are encouraged to contract with the department to perform these required inspections.
For example, in 2025:
By end of 2024, there were 1767 permit holders and the violation rate was 6.55%.
So for 2025 the number of inspections needed would be:
1767 permits x (.0655) x 10 = 1157.385
1767 permits + 1157 additional inspections = 2,924 total inspections needed.
| 19. |
| 9.IV.A.5-6. Enforcement Inspections |
| 16 |
| In addition to the inspection form, does the state provide the notice when a sale does not occur and an evidence tag, clerk citation, and retailer citation forms when a sale does occur? |
| No, notice is provided when a sale does not occur. An evidence tag, clerk citation, and retailer citation forms when a sale does occur would need to be developed by the Contractor. |
| 20. |
| 9.IV.A.9. Enforcement Inspections |
| 17 |
| While photographs of evidence must be retained for 3 years, how long must the physical evidence be retained? |
| Once the photographic evidence has been documented and filed; physical evidence can be disposed of at any time. |
| 21. |
| 9.IV.A.9.a; Appendix C, 6.2.3.1 |
| 17, 43 |
| For evidence photographs, which retention period controls — the three years in Section 9.IV.A.9.a, or the six years in Appendix C, Section 6.2.3.1? |
| Appendix C, Section 6.2.3.1 is correct, (6) years is the retention period. Section 9.IV.A.9.a has been corrected in the amended RFP. |
| 22. |
| 9.IV.A.9.a–b; 9.IV.A.13; Appendix C, 6.2.3.1 |
| 17–18, 43 |
| Please confirm that physical evidence, including tobacco products and electronic smoking devices, is not subject to the retention periods specified in Section 9.IV.A.9.a and Appendix C, Section 6.2.3.1, and that, once photographed and documented, these products may be disposed of in accordance with applicable disposal requirements, including IDAPA 58.01.05, as stated in Section 9.IV.A.13, while the photographs and documentation are retained for the required retention periods. |
| This is correct. |
| 23. |
| 9.IV.A.6.g; 9.IV.A.13; 9.IX.A.3.c–e |
| 17–18, 23 |
| Please confirm that “all evidence” in Section 9.IX.A.3.c refers to evidence photographs and supporting documentation, consistent with the photographic submission requirement in Section 9.IV.A.6.g and the Contractor’s physical-product disposal responsibilities in Section 9.IV.A.13 and does not require delivery of the physical products to the Department within ninety (90) calendar days. |
| This is correct. |
| 24. |
| 9.V.A.4.a–b; 9.V.E |
| 18, 20 |
| The RFP groups inspectors aged sixteen to under twenty-one together as “minor inspectors,” without distinguishing between minors and adults who have reached the age of majority. |
| A. | Please confirm that the parental/guardian consent and medical-condition documentation requirements in Section 9.V.A.4.a–b apply only to inspectors under eighteen. Inspectors aged eighteen to under twenty-one would provide their own consent and any required medical-condition documentation, as parents do not automatically retain authority to consent on their behalf or access their medical information. |
Will the Department distinguish between inspectors under eighteen and inspectors who have reached the age of majority for purposes of chaperone requirements?
There is no distinction between inspectors below eighteen (18) years of age and between eighteen to twenty-one (18-21) years of age. The only difference between the two (2) is that the eighteen to twenty-one (18-21) year old group do not have to do the parental consent and medical-condition documentation (see below), They are otherwise still “minor” inspectors.
Yes, the parental/guardian consent and medical-condition documentation requirements in Section 9.V.A.4.a–b apply only to inspectors under eighteen (18).
| 25. |
| 9.IX.(E) Records and Documentation |
| 22 |
| When a sale to a minor, inspector, or other violation occurred the contractor must deliver to the department all inspection citation forms, all correspondence with the retailer relevant to the violation, all evidence gathered during the violation investigation, and any additional notes or comments relevant to the violation, within 90 days after the inspection. |
However, in section IV Enforcement Inspections (page 17) reference is made to disposing of evidence.
Is the contractor responsible for physical evidence storage past the 90 days and responsible for disposal of physical evidence?
Evidence gathered in this sense would be photographic evidence of the item sold to the minor inspector. Once that photographic evidence has been documented, the Contractor can dispose of that evidence once it is convenient.
| 26. |
| Appendix B – Reports |
| 27 |
| Retailer type is self-reported during permitting. For the monthly reporting required by Appendix B, please provide an operational definition of “vape retailer” with objective classification criteria that distinguish this category from tobacco shops and other retailers that also sell vape products. |
| This section has been edited/clarified, see amended RFP. |
| 27. |
| Appendix B – Reports |
| 27 |
| In the monthly report described in Appendix B, can the “name of the inspector assigned” be substituted for inspector’s identification number? |
| Yes, the inspector’s identification number would be sufficient. This has been edited/updated in the amended RFP. |
| This section requires the Contractor to provide a “photocopy of the appeal letter.” Appeals are sent directly to the Department and not to the Contractor. Please clarify this requirement. |
| Yes, the RFP has been amended to reflect this correction. |
| 29. |
| Appendix C, 4.7.2; definition of Non-Public State Data |
| 28, 40 |
| What categories of information in the existing ITP websites does the Department designate as Non-Public State Data for purposes of Section 4.7.2? |
| The Department has not identified, and does not anticipate the need to identify, any State Data deemed Non-Public State Data as related to the Contract resulting from the RFP.> |
| 30. |
| Appendix C, 4.7.5; Scope of Work, Section 9 |
| 11–24, 40 |
| Please confirm that Appendix C, Section 4.7.5, does not prohibit authorized Contractor personnel from downloading, storing, and processing State Data on appropriately secured company computers, including portable computers outside a data center, as necessary to perform the permitting, inspection-management, reporting, and other administrative activities required by the Scope of Work. |
| Yes, this is correct. |
| 31. |
| Appendix C, 4.7.6; Scope of Work, Section 9 |
| 11–24, 40 |
| Please confirm that the remote-access limitation in Appendix C, Section 4.7.6, does not prohibit authorized Contractor personnel and subcontractors from remotely accessing the ITP applications and State Data as necessary to perform the operational and website-management activities expressly required by the Scope of Work. |
| Yes, this is correct. |
| 32. |
| Appendix C, 4.11.5, 6.2.3.1 |
| 42–43 |
| Please confirm that deletion of State Data under Section 4.11.5 does not require destruction of records the Contractor must retain under Section 6.2.3.1, and that retained records may be maintained securely for the required retention period. |
| Yes, this is correct. |